Job Details

SUPPLY CHAIN OFFICER

ROLE PURPOSE:  

The Supply Chain Officer is accountable to the Supply Chain Operation Coordinator – National Office (NO) with strong dotted line to Sponsorship Manager / Sumba Field Manager. S/he will conduct effective administrative and logistics services for all projects in Sumba, which includes asset management, fleet management, storage management, and procurement for both emergencies and development programming contexts for Sumba. 

In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly. 

KEY AREAS OF ACCOUNTABILITY:  
Procurement Management 

• Lead procurement processes for goods and services, ensuring adherence to Save the Children’s policies and donor requirements. 
• Review and approve purchase requests, quotations, and purchase orders within delegated authority. 
• Work closely with program teams to forecast procurement needs and ensure timely delivery of supplies. 
• Provide guidance to implementation partners on procurement practices, ensuring compliance and efficiency. 

Management Warehouse and Distribution  

• Oversee the logistics of receiving, storing, and distributing program supplies for Save the Children and partners. 
• Maintain accurate records of inventory and assets, including tracking their distribution and usage. 
• Conduct periodic inventory audits and ensure compliance with inventory management policies. 
• Support partners in improving their supply chain systems and processes. 

Fleet and Asset Management 

• Maintain Save the Children’s assets, including vehicles, ensuring they are in good working condition. 
• Develop and implement cost-effective fleet management strategies, including scheduling, fuel usage, and maintenance plans. 
• Ensure vehicle documentation is up-to-date and compliant with regulations. 
• Train drivers and partners on efficient and safe vehicle operations. 

Partner Support and Capacity Building 

• Actively engage with implementation partners to support their supply chain activities, including procurement and logistics. 
• Provide training, mentoring, and technical assistance to partners to strengthen their supply chain systems. 
• Conduct periodic assessments of partner supply chain practices and provide actionable recommendations for improvement. 

Compliance and Reporting 

• Ensure all supply chain activities comply with Save the Children and donor regulations. 
• Prepare regular reports on procurement, logistics, fleet management, and inventory for internal and external stakeholders. 
• Contribute to the development of risk mitigation strategies related to supply chain operations. 

Coordination and Collaboration 

• Collaborate closely with the Supply Chain team at the National Office to align with national policies and best practices. 
• Work with program teams to ensure supply chain activities support program objectives. 
• Foster effective working relationships with partners, vendors, and other stakeholders. 

General Administrative Support 

• Support the Sponsorship Program Manager in budgeting and forecasting for supply chain activities. 
• Maintain proper documentation and filing of all supply chain transactions and records. 
• Perform other relevant duties as required to support the program’s success. 
• Ensure timely and accurate payment for vendors, service providers including utilities payment for office. 
• Ensure the office, asset and vehicle are well maintained to comply with safety regulation 
• Ensure adequate vehicle insurance coverage to National Office and maintain timely registration and permit. 
• Develop a simple recording and reporting tools and logbook for material, vehicle, and also office operational used, in terms of monitoring and prepositioning stocks.
• Ensure the arrangement of visitor’s accommodation travel during visit in the field. 
• Ensure the office operations, assets and vehicles are well maintained to comply with safety regulation.
• Monitoring and analyzing vehicle use and fuel consumption report. 

Emergency Response Management: Coordinating all related to Logistical and Procurement when responding any potential emergencies in Sumba and East Nusa Tenggara Province.

OTHERS: 

• Ensure that all logistic team (drivers, office helper) understand and are able to perform their roles in an emergency. 
• Supervise driver and office helper; define expectations, provide leadership and technical support as needed, and evaluate direct reports regularly.
• Keep up office maintenance with collaboration with others staff to ensure proper maintenance procedure are applied. 

Qualifications and Experience 

Essential 

• Bachelor’s degree in Supply Chain Management, Logistics, Business Administration, or related field. 
• Fluency in Bahasa Indonesia and good command of English. 
• Willingness to travel to remote areas as required. 
• Work Experience (in years) 3 to 5 years in supply chain (procurement, warehouse, assets management or fleet management) in the development or humanitarian sector. 
• Strong computer skills in Microsoft Office (Word and Excel).
• Good command of English, verbal and written.
• Experience with Administration and Logistict management.
• Demonstrated credibility with colleagues and stakeholders at all levels of an organization.
• Leadership skills, including the ability to supervise and motivate the team with strong personal value systems.
• Analytical, decision making and strategic planning skills and the ability to handle multiple priorities.
• A commitment to the values and principles of SCI 
• High level of commitment to the principles of development and to the organizational and programmatic goals of Save the Children 

Desirable

• Ability to solve problems, show initiative and work independently.
• Respond to requests, queries in timely and customer-oriented manner.
• Good communication skills 
• Attention to detail, particularly with regards to expense transactions and Logistic reporting 
• Competent level skills in core IT applications, particularly MS Office  
• A commitment to the values and principles of SC  
• Experience of exposure to developing countries  
• High level of commitment to the principles of development and to the organizational and programmatic goals of Save the Children