Supply Chain Management Director - Central African Republic

13615-17N28005
Bangui Capital RCA
19-Jun-19
International Role - Yes
1-2 Years

PURPOSE OF POSITION:

To provide leadership and management to the supply chain and administration management to ensure that there are adequate systems, policies, procedures, controls and necessary skills to support the operations of the WV Central African Republic (CAR), in a timely, effective, professional and cost-effective manner, strategically to obtain best value for money for all supply chain management activities and to provide efficient and effective administration support services to operations and all other function.

KEY RESPONSIBILITIES:

Leadership and Management:

  • Provide line management and leadership to the Supply Chain Management (SCM) function.

  • Accessing and coordinating technical resources available from the Global Center or Region for the SCM function.

  • Participate in the negotiations, implementation, monitoring and reporting of relevant Memoranda of Understanding, Grants, Contracts and Service Level Agreements.

  • Lead in the developing, implementation and review of the policies, standards and procedures for Procurement to ensure they are aligned to WVI expected standards, policies and procedures.

  • Ensure an optimal interface between SCM function and other business units for efficient customer service delivery.

Procurement Management:

  • Managing the needs assessment and involvement throughout the concept development/designing of projects/grants and related procurements.

  • Managing the participation and contributing into Contract negotiations with donors and managing contract negotiations with suppliers.

  • Assisting Business Units with price catalogue for preparing budget; and preparing budgets for the Supply Chain function as well as reviewing them against expenditures to avoid over-expenditure and under-expenditure.

  • Managing the Procurement planning and plan reviews and monitoring.

  • Managing the prequalification of suppliers.

  • Managing the establishment, capacity building and performance review of Procurement Committees.

  • Managing the process of screening of suppliers & service providers to ensure that WVI is not using blocked parties globally.

  • Managing the conduction of Annual Suppliers Symposiums.

  • Managing supplier relationship and annual supplier performance appraisal.

  • Managing supply chain Involvement in the project closure to ensure that all procurement related issues and requirements for project closures have been implemented.

Strategic Sourcing:

  • Establishing and managing the strategic sourcing for effective and efficient procurement of goods, works and services (value for money) through better negotiated framework contracts.

  • Contract Management (reviewing, approving).

  • Managing the establishment, capacity building and performance review of Procurement Committees.

  • Managing the process of screening of suppliers & service providers to ensure that WVI is not using blocked parties globally.

Managing Provision Processes and Metrics:

  • To train, orient or facilitate trainings for Provision users.

  • Engaging and collaborating with Shared Services and Provision teams on Provision challenges to enhance effective use and better process results from Provision.

  • To ensure that Provision Optimization Metrics are achieved.

  • To ensure that Provision Transformation Metrics are achieved.

General Administration:

  • Office management.

  • Developing cost saving initiatives in office administration.

  • Overseeing Office Maintenance.

  • Liaise with Finance for timely processing of payments to service providers for offices.

  • Asset Management-Inventory & Fixed assets.

  • Review and approve Administration contracts.

  • Review and approve disposal lists.

Reporting:

  • Prepare and submit monthly, semi-annual and annual reports for the SCM & Administration function to SLT and Region for monitoring and improvement.

  • Develop and report on strategies and plans of action for any noted challenges.

  • Submit Regional Offices (RO’s) consolidated procurement plans to the Region.

  • To prepare and submit Fleet Management reports.

  • To prepare and submit security incident reports and monthly reports.

  • To update and prepare asset register for the RO.

  • Prepare GIK warehouse stock reports every month.

  • Prepare GIK goods distribution plans and distribution reports as well as reconciliation reports.

  • Prepare annual GIK requests for GIK goods.

Risk Management and Control:

  • Managing the risks by being responsive to internal and external environment and come up with an updated Risk Matrix for the function.

  • Managing appropriate systems and procedures to avoid significant audit risk findings, both at the RO and field levels.

  • Providing timely and appropriate input into management responses to audits performed both at the RO and field.

  • Ensuring all audit recommendations are implemented timely.

  • Managing the adequate preparation for all audits.

  • Implementing anti-corruption and fraud strategies.

People Management and Capacity Building:

  • Ensure that new and existing staff undergo regular orientation on policies and procedures.

  • Conduct staff performance appraisals.

  • Conduct regular functional meetings.

  • Coaching and mentoring of staff.

  • Manage leave plans for staff in SCM function.

Partnerships and Collaboration:

  • Identify key partners with other organizations.

  • Lead in the market survey and assessment for items and suppliers.

  • Identify cross-boarder collaboration.

Learning & Innovation:

  • Develop initiatives to improve to improve business processes.

  • Identify opportunities that result into value for money.

  • Lead in the implementation and roll out of new initiatives.

KNOWLEDGE, SKILLS & ABILITIES:

  • Master’s degree in Supply Chain Management or Master’s Degree in Procurement and Logistics Management.

  • Minimum of 8 years in Supply Chain Management or Logistics and Procurement and at least 4 years of relevant experience in Fleet, Administration and related Security Management.

  • Experience managing statutory and donor audits.

  • Substantive experience working in the NGO sector dealing with multiple donor funds and meeting different donor requirements.

  • Proven experience in supervision of staff within different expertise.

  • Demonstrated high proficiency levels of electronic systems related to procurement management, administration, well as asset management.

  • Excellent analytical and problem solving skills.

  • Ability to present information clearly and concisely in writing or verbally, with excellent written and spoken French.

  • Fluent in verbal and written English.

  • Ability to negotiate and influence, challenge and question.

  • Ability to create and maintain procurement, administrative, asset management systems.

  • Able to prioritize own and others work to tight work deadlines.

  • Members of professional bodies.

Preferred Skills, Knowledge and Experience:

  • Supply Chain Management, or Procurement or Logistics higher Degree ; CIPS Qualification; Member of Procurement Regulatory Professional Body.

  • Proactive with a positive outlook and willingness to embrace change.

  • Ability to work using own initiative, but knowing when to consult.

  • Ability to handle multiple tasks.

Work Environment/Travel:

  • The position requires ability and willingness to travel domestically and internationally up to 30% of the time.