Supply Chain Manager

JOB DESCRIPTION

Purpose of the position: 

The Supply-Chain Manager is responsible for the effective and efficient procurement, control and distribution of goods and services necessary for the implementation of all ForAfrika South Africa (FASA) programmes including the management of all assets (vehicles and all equipment) The Supply-Chain Manager supervises warehouse personnel, driver/s and Administration Officer. 

Procurement                                                                                                               40%

• Development/updating of procurement policies and obtaining sign-off from the Operations Director.
• Assist programmes and finance teams in the development of annual assets and commodities budgets.
• Creation/updating and maintaining of a supplier database for all FASA suppliers and service providers.
• Management of all suppliers and service providers, ensuring FASA obtains the best trading terms and negotiating optimum prices and highest quality levels at all times.
• Be a member of Procurement committee member and participate in committee deliberations.
• Procurement of any other goods or services as maybe required from time-to-time by the different FASA units/departments.
• Ensure minimum stock levels and reorder of standard items –  CSS+ , waybill books, stock registers, spoons etc. 
• Completion of all credit applications in liaison with relevant departments.
• Develop relationships with suppliers, establish communication and maintain contact.
• Preparation on monthly/quarterly report to finance, operations and senior management.
• In liaison with the Programmes, Finance and Resource Mobilisation teams procure all assets, goods and services as per project plan and approved budget and ensure the delivery of these goods and services to all the project sites within projects work plans and timelines.

Warehouse & Stock Management                                                                            30%

• Development/updating of warehouse and stock management policies and obtaining sign-off from the Operations Director.
• Oversee the receipt and dispatch of all FASA stock including related administrative functions, record keeping and secure storage. 
• Ensuring that all stock movement is recorded and documented accurately and in compliance with the policies and procedures. 
• Management and supervision of all warehouses/storage areas ensuring that they are clean and dry, fumigated and maintained for the safe storage of all FASA stocks. 
• Work with the programmes team to ensure that goods/products are delivered timeously and efficiently to all provincial warehouses and or project sites. 
• Ensure that monthly and or quarterly stock takes are conducted according to policy and ensure that theoretical stock and physical stock on hand matches and or resolve all stock discrepancies. 
• Ensure all warehouse scales are calibrated annually and working properly. 
• Complete loss reports where needed. 
• Maintain and Update stock records in the stock management system. 
• Verify records of receipts and dispatches and ensure necessary information is passed to other departments – programmes, finance, and operations. 
• Monthly reporting of stock levels and movement to senior management. 
• Update and compile regional and management stock reports, stock count reports and Stannic reports.
• Compile SC&L reports for Supply Chain and Logistics.
• Monitor stock availability and stock holding costs by location.
• Oversight of CSS and NFI sales.
• Ensure allocation of CSS+ to final distribution points with all necessary supporting documents.
• Assist in coordinating designated requirements for auditing.
• Any other tasks as required. 

Fleet and Asset Management                                                                                   25%

• Development/updating of fleet management and travel policies and obtaining sign-off from the Operations Director.
• Ensure that all FASA vehicles are maintained and  licensed including issuance of fleet cards and e-tags.
• Coordinate and approve weekly vehicle requests. 
• Approve repairs and maintenance of fleet with STANNIC, and supervise outsourced mechanic/service providers.
• Ensure all vehicle documents are kept updated on the Vehicle Master File.              
• Monitor vehicle usage and recommend corrective actions where deviations to budgeted expenditure is observed.  
• Manage records of all ForAfrika SA assets as per asset policy ensuring that complete and accurate records are maintained at Head office, Warehouses and Regional offices.
• Verify log sheets – completeness and reasonableness of entries, correct coding and sign            
• Check Snag or Inspections sheets and respond accordingly.                                     
• Ensure licensing and registration documents are all current.              
• Conduct weekly inspections of vehicles.                                              
• Recommend vehicle disposals and replacements. 
• Ensure annual load-testing for the forklift is carried. 
• Ensure all assets are properly insured in line with policy.                                                       
• Ensure fleet is parked in designated areas when not in use. 

HR & Administration                                                                                                              5%

• Supervision of warehouse staff, driver/s and Administration Officer. 
• Approve staff leave, including the completion and submission of t ime sheets.  
• Maintain up to date info on all team member HR matters including LDR’s, job descriptions, KPI’s and performance appraisals.

Limits of Authority

Procurement expenditure as guided by approved budgets and approved project work plans.

No stock may be released or received without relevant documentation

REQUIREMENTS 

Knowledge, skills and Experience 

1. Minimum undergraduate degree in Logistics and Supply Chain or Business studies.
2. Minimum 5 years supply-chain management experience including fleet management/ logistics.
3. Knowledge of procurement within the NGO and development sectors and procurement guidelines of international multilateral agencies essential, including use of commodities management system.
4. Languages: English is essential plus any other local languages.
5. Computer literacy: MS Office – intermediate level and experience of using database systems.
6. Highly organized and good communication and negotiating skills.
7. Valid driver's license (Code 10)

HOW TO APPLY: 

• All interested candidates should send their CVs' to the following email address: recruitment.sa@forafrika.org

• Closing Date: 13^th September 2024

Disclaimer: 

• Candidates who do not meet the minimum criteria will not be shortlisted. 

• Candidates who have the rights to work in South Africa.