Supply Chain Assistant
Position Circumstances
- Career Category: Assistant, Business Administration, Logistics
- Schedule:Full-time
- Salary: Negotiable
Grade: B
Department & Location: Supply Chain, Siem Reap Office
Reports to: Supply Chain, Safety & Security Coordinator
Duties & Responsibilities:
- DIMENSIONS OF THE POSITION:
- The Supply Chain Assistant is responsible for ensuring effective and efficient coordination of supply chain activities including administrative related issues of Plan International Cambodia, Siem Reap office and works closely with the Supply Chain team and staff.
- S/he assists the Supply Chain, Safety & Security Coordinator in managing an annual budget of between US$30,000 to US$50,000 of Siem Reap office.
- S/he directly manage driver at Siem Reap office.
- ESPONSIBILITIES AND ACCOUNTABILITIES OF THE POSITION:
- Procurement
- Work closely with requester and budget holder to monitor and track procurement plan, monitor procurement spend, lead times and procurement status and ensure purchase of goods/services/works is properly planned, timely delivered in the required quantity and quality at an effective cost.
- Produce and maintain an up-to date supplier database and price list for easy access to the required information that would ensure prompt procurement of goods/services/works.
- Responsible for procurement of goods/services/works of single and competitive quotation procurement threshold and methods. Ensure that procurement is carried out with clear specifications along with PR, is best value for money, transparent, accountable, subject to fair competition and meets agreed lead times and project needs.
- Prepare and process request for quote (RFQ), coordinate quote evaluation and supplier selection with procurement committee, prepare quote analysis, contact suppliers for additional information or negotiation required by procurement committee, prepare purchasing agreement and contract, create purchase order (PO) in SAP system, monitor goods/services/works delivery, coordinate goods/services/works receive and transportation.
- Process payment ensuring all supporting documents (PR, specification/ToR, request for quote, quotations, quote analysis and supplier selection, ATS screening, purchasing agreement and contract, purchase orders, delivery notes, goods receive notes...etc.) are approved and signed based on the defined procurement threshold and are attached and all payment requests kept on track and filed.
- Post/enter invoices and goods received (Migo) into SAP system for processing.
- Fleet
- Responsible for day-to-day fleet management activities.
- Undertake weekly vehicle planning to ensure optimal use of available vehicles and resources.
- Control vehicle movement, route tracking, idling, speed limited, safety and security. Control usage of fuel, oil, tyres, maintenance and related supplies.
- Ensure vehicles compliant with government rules (tax, plate registration, licenses, ...etc.) and insured.
- Organize repair, maintenance and servicing of vehicles to ensure they are in good working conditions.
- Supervise drivers operating by assigning them to missions based on travel booking and request.
- Record and update data of driver compliance, service compliance, fuel entry of all fleet (track and untrack) in tracpoint. Ensure fleet KPIs are achieved based on standard KPIs.
- Monitor vehicle accidents and ensure timely and accurate preparation of accident/incident reports.
- Inventory & Warehouse
- Responsible for day-to-day stock management activities. Ensure warehouse, storage facility and stock are well-organized, secure and has sufficient storage capacity.
- Receiving, storing, issuing the goods, managing the stock levels and giving out the supplies from the stock.
- Supervise the offloading process, the subsequent arrangement of merchandise, material, etc., and consignment so that it can be accessed and identified easily.
- Prepare the inventories, maintaining the stock records and accountable for checking the supply invoices with the purchase orders and makes sure to get rid of the surplus or obsolete stock.
- Prepare the reports on adjustments done to inventories that may be damaged, spoilt, etc., and coordinates the purchasing, inventory and warehousing functions.
- Maintain record of receipts as well as issuance of items that are going out of the warehouse so as to ensure accuracy and completeness.
- Arrange stock in an orderly, easily store and retrieve whenever there is a requirement and ensures that the stocks stay physically protected in the warehouse.
- Conduct semester physical stock verification, reconciliation and update stock report.
- Undertake the function of stock taking and confirm the periodic stock on a regular basis by working closely with the designated staff members.
- Ensure the correct and timely valuation of the inventory and to be involved in directing and managing procedures related to offloading, packing and unpacking.
- Checking and receiving deliveries on arrival of goods, materials or equipment.
- Asset
- Responsible for day-to-day asset management activities of equipment/furniture/fixture, low value and capital assets.
- Register assets in the asset list day-to-day from purchase and direct receipts, tag asset number before handover to the requester or custodian.
- Conduct the annual asset verification, annual update asset list, physical asset tagging as well as perform periodic physical asset verification and reporting.
- Contribute to the disposal of assets and informing line managers of any asset state changes and getting the required approval.
- Premises
- Assist in the office lease, identification of office premise as per detail requirement in premise policy.
- Responsible for arrangement, maintenance and insurance of office and property and optimizing the use of office space.
- Support on safety and security risk assessments for all premise and implement mitigation actions of office and expat accommodation.
- Manage office space in alignment with safety and security standards and ensure office is cleaned and good hygiene.
- Ensure that offices, space, compound and housing are in good standard of management and has in place an adequate security system.
- Ensure offices and vehicles have the necessary safety & security equipment and materials to use.
- Logistics and Administration
- Support visitors in a professional manner includes visa application, booking accommodation and pick-up, transportation, address their requests as appropriate as well as administration of the visitor log book.
- Facilitate the delivery of document or reports to all relevant stakeholders.
- Ensure all the incoming telephone calls are handled in an efficient and professional manner.
- Monitor incoming and outgoing mail and other deliveries and distribute to the concerned staff on time.
- Monitor utilization of utilities and manage stationeries and kitchen supplies and conduct quarterly physical count and replenishment. Ensure accurate record and proper use of stationeries and kitchen supplies.
- Provide support on staff travel, flight booking, transportation and accommodation arrangements.
- Process monthly payment of administrative expenses on time.
- Administer arrangement of meeting room and ensure adequate meeting materials are available.
- Assist events manager in arrangement of logistics for meeting, workshop and other events.
- Manage petty cash for minor administrative expenses.
- Ensure proper filling of correspondence and administrative files.
- Ensure proper management of resources and properties.
- Staff Management
- Supervise driver(s) and provide leadership and management to create a motivated, engaged and high performing team and uphold organization's Values.
- Ensure that all team members are aware of the department objectives and their role in achieving them and to alignment their objectives.
- Provide appropriate training and support to direct reports as necessary to ensure they have ability to perform their duties effectively and efficiently.
- Other Responsibilities
- Work closely with supply chain team and staff to ensure supply chain's functioning and effectiveness and achieves targeted results.
- Plan, implement, monitor and evaluate work with the aim of achieving gender equality and ensuring the implementation of Plan International's commitments as outlined in the Policy on Safeguarding Children and Program Participants and Gender Equality.
- Adhere to the Child Protection Policy and report any Child Protection incidents in line with local reporting mechanisms.
- Coordinate required actions based on recommendations from the CPP self-assessment audit process and any other spot checks.
- Ensure all suppliers are oriented and comply with the CPP and Code of Conduct.
- Ensure direct report staff are clear about the CPP, including reporting procedures, and create opportunities for discussion around the CPP and its implementation standards where possible.
- Perform other duties as reasonably requested by the line manager.
Expected Profile of Candidates
Qualifications:
- Bachelor's Degree in Business Administration, Management or equivalent.
Work History:
- Working experience in a similar position for 2 years as a minimum
Skills & Knowledge:
General & Technical Skills
- Good knowledge of procurement, fleet, asset, logistics and administration.
- Experience working with an international NGO would be an advantage.
- Skills:
- Strong computer skills, including Ms. Word, Ms. Excel, and Outlook. Knowledge of SAP System would be an advantage.
- Ability to prioritize tasks, work independently and understand and apply policies and procedures.
- Well-developed interpersonal, strong communications and negotiation skills and proven ability to be flexible in demanding situations.
- Good written and spoken English language skills.
- Analytical thinking along with the ability to question the logic of information.
- Good writing skills and good spirit of synthesis and logic.
- Proactive, initiative, resourceful, solution-oriented and results-oriented.
- Effective communications, relationship building and collaboration skills, able to engage positively and constructively with internal and external colleagues and stakeholders.
Soft Skills
- Committed to achieving significant and lasting positive impact on the lives of children and young people, and to securing equality for girls.
- Demonstrates flexibility, initiative and perseverance to contribute to Plan International's purpose and strategic goals.
- Demonstrates honesty and integrity, takes responsibility for results and learns from mistakes.
- Works as an effective team member by offering information, experience and support, and valuing the contribution of others.
- Treats every person with dignity and respect and supports and empowers all people to reach their full potential.
- Timeliness and proactive in the discharge of duties.
- Open to feedback and willingness to adopt to new approaches and processes.
