Head of Supply Chain and Donor compliance

Responsibilities:

Supervisory and Budget management

• Direct Budget Management under department: 300,000Eur annually

• Purchase Order approval authority limit: EUR 60,000 or its equivalent in local currency

• Staff – The postholder directly line manages a Team of 03 at the Country Office level, and technically supervises another field level-based team of 4. The team includes staff covering Procurement, Logistics, Fleet, warehousing and Administration.

• Maintain high management standards for all Supply Chain and donor compliance activities

• The needs of the Country Programmes are planned, consolidated and appropriately sourced, with effective processes to achieve cost-savings and compliance to minimise risk.

• The Country’s Fleet of engines (including vehicles, motorbikes and generators – owned and rented) is fit for purpose and well managed to deliver the organisation’s projects safely and efficiently.

• The storage and flow of goods in the Country’s supply chain enables timely project delivery, whilst maintaining consistent and appropriate controls.

• The Country has a planned, fit-for-purpose pool of assets (low and high value), and can effectively control, manage and report on them.

• Offices and other premises (incl. warehouses, accommodation) are managed as a country-wide portfolio, with needs and costs reviewed and anticipated regularly.

• All donor compliance requirements within supply chain are socialised and effectively managed to drive compliance

Leadership

• Accountable for overall Supply Chain performance, providing strategic direction for the function and ensuring it is well aligned to the organisational strategic objectives and Country Strategy.

• Develop the overall operational planning for procurement as well as tracking and management reporting, fleet and assets, in liaison with respective user departments, and lead the implementation of the plan in order to realise the organisation’s objectives.

• Monitor overall process performance, manage continuous improvements in the department, and ensure regular reports are received including quarterly procurement planning analysis.

• Performance Management – Manage, motivate, develop and oversee the performance management of staff in line with the organisation’s systems, rules and regulations for P&C management including staff evaluation, training and career planning.

• Proactively engage with cross-functional teams to ensure awareness and inclusion of Supply Chain aspects in all relevant areas of the organization.

• Act as the supply chain focal point for all grants/programmes, providing high-quality input at all stages of the project cycle from proposal development, programme planning, inception, implementation and closure ensuring that all aspects of supply chain & logistics are considered (supply chain plans, procurement plans, staffing plans, budgeting, invoice tracking to ensure timely payments are made etc.).

• Provide supply chain leadership & management support to key programmes in the country, with emphasis on ways of working effectively with the different regional offices.

• Lead on driving supply chain change initiatives through the country supply chain aiming for operational excellence in line with the Supply Chain Operations Manual.

• Embed a culture of environmental and social sustainability, championing procurement practices that are gender responsive and environmentally responsible.

Supply Chain Operations and donor compliance Management

• Responsible for the compliant and efficient execution of Supply Chain operations in line with Donor rules and regulations and the organisation Global standards, policies and tools.

• Lead on Procurement Planning development, analysis and strategic orientation for procurement activities within the Country ensuring efficient planning and allocation of resources.

• Develop a strong procurement structure with proactive market and supplier identification, and development of supplier framework agreements in line with overall Country Programme needs and requirements.

• Develop a sourcing strategy to make procurement activities more proactive and strategic in a manner to enable on-time, quality, and cost-efficient programme delivery.

• Strengthen the development, execution and monitoring of contracts with suppliers, ensuring all policy documents for the organisation are included (Child Protection, Anti-corruption and Anti-Terrorism Policy, Gender and Release from Liability Policy).

• Ensure efficient process turnaround, value for money and efficient use of resources (staff, assets, infrastructure)

• Fleet management processes and systems are implemented alongside careful data analysis to ensure that the fleet is optimised, rightly utilised and sized as per programmatic needs, mitigating risks and adhering to high standards of safety and security.

• The pool of assets is maintained, monitored and reported on to ensure it is fit for purpose and to comply with donor requirements.

• Offices are efficiently managed ensuring staff health and safety. All premises are appropriately, efficiently and regularly maintained.

• End to end Supply Chain costs are understood and monitored to ensure appropriate cost recovery to projects.

Supply Chain Excellence, Logistics and Procurement compliance

• Accountable for effective, compliant and cost-efficient Supply Chain management processes, measures and controls that ensure the right quality and quantity of goods and services are purchased at the right price and delivered to the right place at the right time.

• Certify that internal Supply Chain controls are always adhered to and safeguard the organization from loss or malpractice.

• Evaluate and control measures used to manage risk in all supply chain business processes and guide management in the development/improvement of control measures as necessary. Special attention is to be paid to effective invoice tracking to foster timely payments and manage any potential risks of multiple payments

• Review all Procurement documentation ensuring compliance with the organisation’s policies, procedures and thresholds as per the operations manual.

• Ensure compliance with stores/warehousing, inventory and assets procedures which include physical checks/verification of goods and services received and implementation of efficient inventory management practices.

• Ensure appropriate fleet processes are in place to mitigate risk, improving safety and security.

Capacity Development and Stewardship:

• Conduct staff appraisals and monitor performance through mentoring, coaching, regular 1:1s and coordination meetings.

• Develop strong integrated working relationships with user departments to support the early identification of supply chain needs and also support the grants management team during proposal writing.

• Provide analysis, benchmarks and recommendations for determining effective resource utilisation.

• Lead and implement continuous improvement as a standard way of operating within the Supply Chain department.

• Provide oversight of the Supply Chain function, including the regional offices, building on process capacity and team capability.

• Identify staff capacity building requirements through training needs assessments and skills gaps analysis.

• Develop a training and capacity-building plan based on any gaps identified from the needs assessment and through any other channels.

Supply Chain and donor compliance Through Partners:

• Close involvement in the selection process for the organisation partners including due diligence process and capacity building of partners as needed in all operational areas.

• Proportionate monitoring of partner activities to review adherence to procedures & document management at mutually agreed thresholds.

• Ensure that partners’ supply chain-related reports (asset, stock) are received and reviewed

• regularly as per the supply chain operation manual requirements.

• Contribute to partner capacity assessment and gap analysis during the partner selection and throughout the partnership

• Collaboratively develop an action plan with partners and provide partners with capacity building, coaching and training as per requirements identified through assessment and gaps analysis.

Administration

• Supervise/facilitate arrangements for conferences, workshops and visits including travel.

• Ensure that the organisation’s office, compounds and housing are well maintained and managed

• Ensure that the organisation’s facilities are covered by appropriate insurance and a monitoring mechanism exists to ensure damages are promptly repaired by the insurer.

• Facilitate the annual insurance survey and submit quality report to the headquarters.

• Ensure that the Country Office adheres to all aspects of the Country Agreement between the organisation and the Government including submission of any required reports.

• Facilitate registration/renewal of registration with relevant Ministries and ensure all registration requirements are upheld.

• Ensure the organisation complies with all applicable local laws and regulations within Supply Chain remit.

Emergency programming

• Ensure that supply chain minimum preparedness actions are in place in line with the country’s ready to respond plan.

• Ensure training and capacity building for staff on the supply chain in emergency requirements including the emergency procurement procedures and thresholds.

• Socialise and adhere to emergency procedures activation process including.

• Actively represent the organisation in the country supply chain coordination network (Logistics Cluster, HULO) and apply any initiative benefiting the organisation specially in emergency operations.

Safeguarding

• Ensure that the organisation’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and the organisation’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures

Qualifications;

• A Master’s degree in supply chain management or Business Administration majoring in supply Chain Management.

• The candidate must have a procurement certification.

Details of experience:

• A minimum of 12 years of professional experience with at least 5 years of Sr Management level experience supporting country operations within a minimum of 14M EUR annual budgets in a similar position preferably from within the humanitarian/INGO sector of similar scope implementing Development and Humanitarian programmes.

• Experience in a similar environment with significant scale of country wide supply chain management responsibilities across procurement, fleet, asset management warehousing, administration, distribution and security management both directly and working through partners

• Experience in supply chain in emergency preparedness and response programming; both direct implementation and implementation through partners.

• Previous experience in managing and developing teams and the ability to lead, motivate and develop others including remote management of teams across multiple sites.

• Experience in international supply chains and custom regulations

• Experience with supporting Cash and Voucher programming

• Training and capacity building experience

• A professional qualification and membership of recognized purchasing and supplies institution

• Experience of working in ERP based systems and environment

• Experience of working in large scale/fast moving emergency responses

Knowledge, skills and competences:

• Strong understanding of the Humanitarian sector

• Strong knowledge of Uganda’s public procurement and Disposal of Assets requirement to foster government compliance including registration compliance for the organisation’s continued operation in Uganda

• Strong leadership and interpersonal skills with a particular ability to think outside the box.

• Strong analytical and problem-solving skills, with the ability to report on and demonstrate performance improvement and efficiencies through accurate and concise reports.

• Excellent communication skills.

• Strong IT skills, including Excel and integrated resources management (ERP) software (SAP would be an advantage).

• Knowledge and experience of project management.

• Knowledge of the humanitarian sector trends and constraints would be an advantage.

• Proficiency in English is essential.