Supply Chain Manager - Nationals

PIH JOB DESCRIPTION ( SUPPLY CHAIN MANAGER )

Position Title:

Supply Chain Manager

Reports to:

Deputy Director of Operations

Department:
Operations Department

Liaises with:
All

Work Location:

Harper,Maryland County with periodic field travel to other PIH sites as required

Employment Type:

Fixed
-Term

The Supply Chain Manager will be responsible for managing supply chain roles and responsibilities in Harper, including procurement and warehousing. The role requires someone with a good understanding of procurement and warehousing best practices. At Harper, being the main operations site for PIH Liberia, procurement and warehouse management account for a significant share of the workload in our day-to-day operations.

• Procurement Officer
• Procurement Assistant (2)
• Warehouse Coordinator
• Warehouse Assistant (4)

• Ensure PIH Liberia policies in procurement and warehousing are implemented while proposing reviews when necessary.
• Mentoring, coaching, and capacity building staff under his/ her docket.
• Provide leadership and support to staff under his or her supervision.
• Oversee and ensure staff under his or her supervision set SMART objectives and conduct appraisals that are objective.
• Assist all his/ her staff to ensure all time sheets are done and submitted to HR on time
• Ensure the team prepares weekly work plans to help them work smart for efficient and effective service delivery.
• Ensure up to date supply chain trackers and submission of timely & quality monthly reports
• Manage leave plans for the procurement and warehouse staff to ensure smooth business continuity at any given time.
• Risk management in procurement and warehousing.
• Ensure proper leave planning to ensure staff rest at the same time supports business continuity.

• Ensure procurements are conducted in adherence to the procurement policy
• Develop a procurement plan for Harper with the support from all budget managers.
• Carry out suppliers/ contractors/ service provider pre-qualification to increase the pool.
• Management of the supplier/ contractors/ service provider database to ensure PIH Liberia enjoys a wider pool of suppliers/ contractors and service providers.
• Undertake periodic supplier/ contractor or service provider performance evaluations
• Conduct annual due diligence and screening of existing suppliers/ contractors/ service providers, including every new supplier/ contractor or service provider before engagement.
• Proper filing of all hard copy procurement files and scanning each file to be saved on cloud or One Drive
• Provide continuous updates to requestors on their procurement requests' status.
• In coordination with Internal Procurement Committee members, ensure that market surveys are performed regularly to inform sourcing strategy through understanding of the market, including item availability and costs, identifying eligible suppliers, etc.
• Liaise with the International Operations Department on international procurement monitoring and local clearance processes.
• Coordinate procurement approvals, supply options, and market knowledge between Harper and Monrovia.
• Review and validation of all procurement files before purchase order/ contract approval.
• Tracking of all procurements and ensuring the procurement trackers are always updated.
• Following up with the Finance department to ensure timely payment of suppliers/ contractors and service providers.
• Development and continuous update of the price list with clear descriptions, specifications, unit of measure and prevailing market prices.
• Ensure all prequalified suppliers/ contractors and service providers have Framework Agreements, including management of the Framework Agreements.

• Ensure the warehouse is safe, clean and secure to operate while it conforms to safety standards.
• Management of Open Boxes for non-pharmaceutical stocks
• Follow up to ensure warehouse staff have adequate working tools to support their day to day warehouse activities.
• Updating all warehouse documents e.g. bin/ stack cards, Open Boxes, physical inventory report in real time.
• Generation of timely Goods Received Notes upon verification and acceptance of deliveries.
• Ensure warehouse activities are conducted following best warehouse practices from receiving, storage, and dispatching of goods.
• Share monthly stock inventory levels with each budget manager to know their stock status
• Cold chain management since PIH is a Health Organization.
• Ensure filing of all hard copy warehouse…