Mission 1: Supply chain and Supply Management
- Ensure that all supply chain is done following the HI supply chain procedure and the donor policy;
- Supply chain processing and follow-up of the approved PSR (purchase and service request) for program activi-ties;
- Responsible for sourcing of products, timely collection of quotations as per the approved for goods and services and performing purchase transactions;
- Performance of transparent transactions, purchasing and delivery of goods and services within prior agreed lead times and ensures that all purchases are properly documented;
- Establish Framework Agreement Contracts (FWA) to facilitate and expedite supply chain processes
- Collects Supplier Quotations (SQ) as per the Supply chain Guideline Thresholds then forwards them to the su-pervisor; reports any difficulties (sourcing, stock outs, unavailability) immediately to the supervisor and consults the applicant when needed;
- Prepares Summary Bid Analysis (SBA) for purchases through quotes;
- Prepares Supplier Purchase Order (SPOs) and service contracts when needed;
- Arranges transportation of procured items from suppliers to the office/warehouse, as necessary;
- Ensures that purchased items and services meet the stated quality and quantity requirements and ensures de-livery to the identified location;
- Receives/collects invoices, arranges cash/checks with the Finance Department and makes payments when re-quired;
- Makes sure that the requesting person has received the items, against the signature of the internal delivery note.
- Settles all payments and/or cash advances on a daily basis.
Mission 2: Identify and Manage Suppliers
- Interact with the suppliers on a regular basis
- Develop a network of reliable suppliers (continually look for new and better suppliers)
- Ensure a continuous market assessment to increase the number of sources
- Keep informed of the evolution of the market and of the offers of the suppliers
- Track the status of any orders
- Conducting market assessments upon the direction provided by the Log Coordinator or Supply Manager; collection of information about suppliers and market conditions and reporting supplier details, product lists, and price lists to the Log Manager or Supply Manager.
- Prepare a supplier/catalog database and maintain it up-to-date.
- Conduct market surveys on a regular basis.
- Supervise the updating of the mission’s price catalog.
Mission 3: Documentation and Archive
- Ensures the full validation of the purchase forms by the appropriate persons at the field, mission and Head Quarter (HQ) level;
- Ensures accurate and complete hardcopy files and electronic filing (SCAN) archives of supply chain packages with ALL supporting documentation.
- Ensure the data security (a backup of computer data has been taken, followed by routine)
Mission 4: Reporting
- Ensures daily updating of PSR MC (purchase and service request monitoring chart);
- Ensures weekly distribution of the PSR MC to Logistics, finance, and Program managers;
- Maintains an up-to-date Suppliers List and submits the list regularly for revision and endorsement to the Log Manager, supply manager, and Logistics Coordinator.
Mission 5: Ethics and Professional Practice
- Show professional ethics, respect and promote Handicap International mandate;
- Respect the Handicap International protection of children policy and protection of beneficiaries from sexual ex-ploitation and abuse policy and report to your line manager any non-respect of HI’s policies amongst the teams or partners;
- Respect the Handicap International policy and mechanisms for the prevention of and fight against FRAUD and bribery and report to your line manager any non-respect of HI’s policies amongst the teams or partners.
Mission 6: Emergency Preparedness and Response Responsibilities
- Leads the emergency preparedness actions in his/her department and, in case of emergency, reorganizes the priorities of his/her team according to the humanitarian imperative in order to ensure HI’s quick and efficient response.