The Deputy Supply Coordinator backs up the Log/Supply Coordinator in guiding the mission procurement and supply activities.
- Responsible for capitalizing all information related to procurement and supply processes.
- Responsible for supervising the Supply staff training on all related procurement and supply processes.
- Responsible for taking on the functions of the Supply Coordinator in case of absence.
List of main responsibilities:
He supervised order handling for the mission and the implementation of the procurement process.
- Participate in the analysis of the purchasing environment at the national and regional level in close collaboration with the Supply coordinator.
- Participate in controlling SI purchasing procedures and compliance with donors' funding rules and regulations.
- Take part in drawing up call-for-tender documents when the purchase base is Erbil, Amman or Gaziantep.
- Select suppliers and negotiate prices, deadlines, and delivery modes when the purchase base is Erbil, Amman or Gaziantep
- Ensure monitoring of the suppliers' relationships.
- Review the valid customs procedures and documentation (import-export, tax exemptions) in the country of intervention.
- Receive and verify purchase files and framework dossiers prepared on LINK (internal ERP) sent by the supply managers before transmission to the Supply Coordinator.
- Link with Finance Department to ensure payments to the Suppliers are properly managed when the purchase base is ERS, AMM or GZT.
- Support the Log/Supply Coordinator in setting up new framework agreements in ERS, AMM or GZT to support the base's procurement.
- In close collaboration with the Log/Supply Coordinator, participates to the validation of procurement tables and purchase schedules
- Conduct the market assessment at the national and regional level together with the supply supervisor in GZT and supply support in AMM.
- In close collaboration with the Log/Supply Coordinator, he participates in purchases of durable equipment according to Solidarites International standards and has them validated by the headquarters Desk logistician.
- Follow the delivery of Paris purchases (to bases through ERS, AMM or GZT).
Monitoring shipments
- Give full support to the Supply Coordinator in monitoring national and international shipments linked to base purchases.
- Oversee the customs clearance procedures and customs clearance of imported material with close cooperation with the SI Logisticians in Erbil, Amman and Gaziantep and with NWS and NES Log Managers.
Human resource management
- Appraise personnel under direct supervision.
- Upon request from the Log/Supply Coordinator, organize training workshops related to procurement and purchase procedures.
- Support supply supervisor and officer/s with their tasks and objectives.
Reporting/capitalization
- Update validation FU weekly.
- Ensure that price and supplier files are compiled and regularly updated.
- Participate in base meetings related to supply.
- Represent Solidarites International when required and/or delegated to do so with suppliers and local authorities.
- Ensure that all supply documents and SoP are properly archived on Sharepoint.
- Participate in the preparation of hard archives shipment to HQ.
Security constraints: The position is based in Amman with travels to NES, Iraq and Turkiye. Deputy Supply Co should follow security rules in all the bases.
TECHINICAL SKILLS:
- Technical knowledge on all the steps of the supply chain
- Customs clearance procedures knowledge (importation/exportation)
- Using link software will be an addition
TRANSVERSAL SKILLS:
- Great communication, time management, team management
- Autonomous, organized, ability to prioritize and to work under pressure
- Strong computer skills essential