JOB DESCRIPTION

Title

Supply chain & Operation Coordinator

Location

Gaza

Travel

NA

Job Family and Grade

Professional Family P5

Pre hire checks

This role is classified as requiring standard pre-employment checks /enhanced due diligence

 

 

1. Scope

 

Keep all sections below if not applicable, confirm None. Do not delete the fields.

Department:

Supply chain

Reporting to:

Supply Chain and operation manager

Direct reports:

Supply Chain Officer

Budget responsibility:

Relationship management

 

 

2. Context

 

About Relief International

Relief International (RI) partners with communities impacted by conflict, climate change, and disaster to save lives, build greater resilience and promote long-term health and well being.

Currently, RI is active in 14 countries around the world, including some of the most fragile: Afghanistan, Iran, Iraq, Jordan, Lebanon, Myanmar, Pakistan, Philippines, South Sudan, Sudan, Syria, Turkey, and Yemen.

Relief International includes the four corporate members of the RI Alliance: Relief International Inc., Relief International-UK, Relief International-France and Relief International-Europe Under our alliance agreement, we operate with a single, shared management structure.

 

About our Country Program/ Regional Programs

Relief International was operational in oPT starting in 2007, and after entering hibernation period in 2017, has recently reactivated its operations at the end of 2023. Relief International is currently building its response to the current and evolving situation in both Gaza and the West Bank through both a direct implementation and partnership approach. Relief International’s programming in oPT follows Relief International’s global strategy with Health as a central focus with components linked to our work in Health through the sectors of WASH, Protection, Education and Livelihoods. The context in oPT is extremely dynamic and requires focus on nexus programming that brings together both humanitarian service delivery combined with systems strengthening and longer-term programming. Navigating complex regulatory and access challenges to reach populations in need in both Gaza and West Bank will be a key area of focus for the Supply Chain Operations Manager.

3. Job Profile

 

The Supply Chain and Operation Coordinator in Gaza leads on all efforts to strengthen RI procedures and practice with regards to asset and stock management. He/ She is also in charge of all aspects related to transport, travel and RI fleet management, including movement planning and drivers. The coordinator manages directly all RI associated facilities in country and makes recommendations to senior management. He/ She will support the execution of effectiveness of the internal procedures and systems to ensure transparent, effective and accountable use of resources and reporting in line with RI internal procedures and Donor regulations.

 

 

4. Key responsibilities

 

 

Procurement:

– Ensure that RI Global procurement policies and procedures are kept up-to-date. Ensure local, national procurement practices are executed in compliance with RI and donor regulations.

– Maintain an updated vendor list and ensure proper archiving of documents conduct regular market assessment.

– Participate in mobilization efforts for all new projects and project extensions.

– Ensure that the supply chain is appropriate and cost effective, based on budget, markets, infrastructure, nature of the RI requests , and need for timely delivery in WB and to Gaza. .

– Contribute to any procurement processes as per the request from the supervisor.

– Ensuring the procurement tracking sheet is updated accurately, sharing it with stakeholders on a weekly basis

 

Transport, Travel & Fleet

– Design and implement an SoP regarding vehicle management system and ensure the system is well managed and adequately documented.

– Ensure management of vehicle fleets is in line with RI standards; ensure appropriate allocation, safe use of vehicles is achieved throughout the program and ensure servicing and maintenance are scheduled are adhered to.

– Ensure systems are in place to effectively plan, coordinate and monitor staff travel by road or air (national or international).

– Make recommendations to senior management to improve travel, transport and fleet management.

 

Liaison:

– The SCO Officer works with government offices to typically involves building and maintaining relationships between RI and the respected entities, such as but not limited to Utility Companies, Telecommunication providers, labors, Ministries etc.

– Act as a focal point for staff national and international movements and coordinate with the hubs and security team.

– Maintain and update the staff movement tracker in coordination with the safety and security team.

 

Facilities Management and Administration

– Facilities management – All properties including office(s), warehouse(s) and guest house(s)

– Oversee administration functions such as reception, office consumables, storeroom management, etc.

– Review situation of the international staff residence and make suggestion for improvement to the senior management.

– Support the operation manger to develop the system for reception, guard etc.

– Make recommendations to senior management to improve facilities management.

Stock Management

– Ensure stock management system and that all relevant staff know about the usage of it

– Ensure stocks are secure, well managed and documented.

– improve and ensure accuracy of reporting and tracking databases.

– Oversee routine physical stock counts, document discrepancies and report on eventual losses to senior management.

– Make recommendations to senior management to improve stock management.

 

Asset Management

– Ensure a centralized asset register is maintained; ensure all office and program assets are tagged. Ensure all assets are issued with unique RI asset number, ID tag and are tracked.

– Regular monitoring and spot-check of all assets in collaboration with the supervisor.

– Ensure donor reports for assets are timely completed and submitted to other departments.

– Ensure appropriate and timely disposal of assets as necessary according to donor standards and regulations.

– In coordination with IT, pay special attention to designing a system for PC and mobile phone support.

– Make recommendations to senior management to improve asset management.

Staff Management

– Review and improve ToRs for all staff under his supervision.

– Proactively develop the skills of RI staff to understand and utilize appropriate tools and services

– implement capacity-building opportunities to strengthen the capacity of RI Operation staff in your area of responsibility.

– Provide feedback through regular performance evaluations and ensure staff is held accountable in accordance with RI policies.

Other:

– Work in close collaboration with other members of the RI team; sharing information on the assessments and proposed interventions, providing overviews of operation requirements for the development of project proposals and subsequent projects.

– Improve the processes of organizing events and trainings (put in place a system for bookings)

 

Any other task as assigned by the line manager

Behavior and conduct

• Ensures that behavior inside and outside of work promotes the values in RI’s code of conduct and safeguarding policies
• Acts with integrity and holds themselves accountable for being respectful, inclusive and professional
• Reports any concerns

 

Management and leadership

· Ensure the highest standards of behavior inside and outside of work promotes the values in RI’s code of conduct and safeguarding policies

· Be a model for ethical conduct standards for other team members

· Embrace diversity, and model inclusive and equitable behaviour.

· Ensure own actions and the actions of the teams’ members they manage do not adversely impact the safety of the RI team and the vulnerable communities we serve

· Ensure donors, partners and communities are aware of RI conduct and reporting mechanisms

· Ensure safeguarding is embedded in all the work we do

· Be responsible for ensuring a culture and systems in place for reporting

 

5. Person Specification

 

Skills, knowledge and expertise required for the role.

· Degree or professional certification in Procurement or Supply Chain Management, Humanitarian Logistics, or related field.

· Solid knowledge and understanding of practical Supply Chain procedures and maintaining supply pipelines in areas with weak infrastructure and complex settings .

· Demonstrated excellence in training and capacity-building

· Strong organizational, interpersonal and communication skills.

· computer competency with word processing, spreadsheets, and databases.

· Ability to identify and communicate potential problems and propose solutions to the level of management and then effect change.

· Must be able to function effectively in complex work environment, set appropriate priorities and deal effectively with numerous simultaneous requirements.

· Fluency in English and Arabic, both written and spoken.

· Willingness to travel within oPt and potentially outside (where security allows) to provide technical support

· At least 3 years international experience managing a large multi-site operations, preferably within an INGO/NGO setup.

· Prior experience working in oPt will be favored.

· Experience with medical procurement and supply chain management will be favored.

 

6. RI Values

 

Guided by the humanitarian principles of humanity, neutrality, impartiality, and independence, as well as “Do No Harm,” Relief International Values:

· Integrity

· Adaptability

· Collaboration

· Inclusivity

· Sustainability

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements