Supply Chain and Operation Manager (Syria) At Relief International

Title: Supply Chain and Operation Manager (Syria)

Location: Amman, Jordan with field visits

Reports to: Deputy Country Director – Program Implementation

Direct Reports: Supply chain coordinator- Hub supply chain managers ( technical)

1. Context

About Relief International

RI is active in 15 countries around the world, including some of the most fragile: Afghanistan, Bangladesh, Iran, Iraq, Jordan, Lebanon, Myanmar, Pakistan, Philippines, South Sudan, Sudan, Syria, Turkey, and Yemen. Often, RI is the only organization providing assistance to highly vulnerable communities.

• Globally RI employs about 5,000 staff and auxiliary workers
• 97% of staff are local nationals and about 90 international (expat) staff
• 2022 programs budget is about $130M

About our Country Program

Relief International is one of the leading providers of healthcare services in Syria delivering healthcare to over 1 million people annually. Through a network of hospitals, healthcare centres and mobile medical units, Relief International delivers healthcare services to communities in some of the most isolated areas of the country. These services take many forms and integration with protection, starting with lifesaving care at our hospitals and clinics and woman and safe spaces. RI has a solid Syria program with over 400 direct staff and approximately 1500 indirect staff working across three main thematic sectors of intervention in Health& Nutrition, Protection and Livelihood.

1. Job Profile

Reporting to the Deputy Country Director – Program Implementation (DCD-PI), the Syria Supply Chain and Operations Manager (SCOM) is responsible for overall strategic and technical oversight of the hub based cross border operations staff (located in Turkey and Syria and in Jordan hubs). Syria SCOM will work in close coordination with the DCD-PI, Hub Team Leads and Hub SCO teams to ensure necessary guidance and oversight is readily available to the operations departments in relevant hubs and that a uniform system is maintained and constantly improved with on-going efforts. Syria SCOM will work with RI Regional and Global Supply Chain and Operations and lead on supply chain strategy development and implementation with an emphasis on sourcing pharmaceuticals and medical supplies

1. Key accountabilities and responsibilities

Technical Quality/Program Management

• Coordination of medical procurements with Country and Global technical focal points to ensure quality of sourced products.
• In coordination with Country and Global technical focal points facilitate classification of sourced products into low, medium, and high-risk items.
• Ensure that medium and high-risk items sourced locally, regionally and internationally have adequate quality certification issued by internationally recognized Stringent Regulatory Authorities.
• Ensure that project sourcing/procurement plans are in place and regularly updated by the respective SCO teams in the Hubs.
• Facilitate Country-level and Hub-level cross-functional coordination of SCO with Programs, Finance, and Technical focal points to ensure delivery of required goods or services in allotted timelines.
• Ensure that Relief International minimum standards of logistics procedures and country policies are introduced and adhered to throughout the country of operation, briefing, training and supporting all relevant staff as required.

Procurement

• Lead the development and implementation of supply chain strategy development with an emphasis on sourcing pharmaceuticals and medical supplies.
• Ensure full alignment with RI Global procurement policies and procedures. Ensure that changes in those policies and procedures are disseminated in a timely manner and that all relevant staff are trained and competent. Ensure local, national, and international procurement practices are compliant with donor regulations.
• Participate in program mobilization efforts and meeting for all new projects and project extensions. Lead the development of Procurement Plans for all grants.
• Ensure that the supply chain is appropriate and cost effective, based on budget, markets, infrastructure, nature of the RI programs, and need for timely delivery.

Warehouse and Stock Management

• Ensure stock management standards, policies and procedures are implemented and adhered by all key staff.
• Ensure that medical commodities stock management, including storage, transportation, and distributions, is in line with established RI, donor and local authority minimum standards.
• Ensure regular rotation of stocks (particularly medical items) ensuring limited losses due to expiration.
• Seek improvement of stock management by introducing digital stock tracking and reporting systems to ensure efficiency and accuracy of data.
• Facilitate harmonization of stock management systems across all Hubs, ensuring all relevant focal points have been properly trained.
• Ensure regular stock reporting is in place to allow effective storage and distribution of transit and in-country stocks.
• Regularly conduct monitoring of stock levels and advice on appropriate stocking and replenishment to meet program demands.
• Oversee routine physical stock counts and reconciliation, document discrepancies and damage, and report losses to Country SMT.
• Facilitate disposition of medical commodities as per established donor and RI standards of safe disposal of pharmaceuticals and medical supplies.

Assets

• Ensure that all asset management operations are in line with donor and RI regulations.
• Build capacity on Supply Chain and Operations staff on systems, procedures, and policies related to asset management.
• Facilitate introduction of digital asset management system that includes asset tracking, reporting, and distribution management.
• Ensure that Hub-based asset registers are maintained and regularly reported on.
• Ensure that all office and program assets are logged in the registers, ensuring unique RI asset number and ID tags, as per the established policies and procedures.
• Oversee routine physical stock counts and reconciliation, document discrepancies and damage, and report losses to Country SMT.

Transport, Travel & Fleet

• Ensure management of vehicle fleets is in line with RI policies and procedures.
• Ensure appropriate allocation and safe use of vehicles throughout the program and ensure adherence of servicing and maintenance schedules.
• Ensure transport services are cost efficient, reliable, and timely to facilitate delivery of project supplies.
• Seek establishment of appropriate contracting modalities for transportation services to facilitate effective and efficient management of project supplies transportation.
• Ensure systems are in place to effectively plan, coordinate and monitor staff travel by road or air (national or international).

Staff Management:

• Proactively develop the skills of RI staff to understand and utilize appropriate tools and services to design and implement quality programming.
• Visit Hub offices on regular bases and work with field staff to identify operational needs and bottlenecks and ensure that issues are raised with Country SMT.
• Provide feedback through regular performance evaluations and ensure staff is held accountable in accordance with the RI Human Resource policies.

Administration & Information Technology (IT):

• Facilitate management of all properties, including offices, warehouses, and guest houses.
• Oversee administration functions such as reception, office consumables, storeroom management, etc.
• Ensure office compliance to global IT policy and procedure, standard equipment, and licenses.
• Work with Security to ensure practical and effective implementation of the country security guidelines for all logistics activities.
• Regularly review Budget vs. Actual expenditure reports and provide feedback to Country SMT.
• Review monthly logistics reports and provide feedback to SCO staff, relevant department manages, and other staff as needed.
• Facilitate cross-functional coordination between SCO and other departments to identify logistical requirements for assessments, proposal development, and subsequent projects.
• Liaise with UN, NGOs, and other humanitarian actors, as well as engage in inter-agency coordination, including relevant NGO Forum Working Groups and UN Logistics Cluster.

Culture and conduct

• Demonstrate and uphold RI’s values, ethics and compliance, and diversity, equity and inclusion.
• Uphold and promote RI’s commitment to ensuring the safeguarding and safety of the vulnerable communities we serve.
• Support systems that prevent sexual exploitation and abuse and promotes the implementation of the Code of Conduct and safeguarding policies.

Management and leadership

• Create a positive and productive work environment which is free from harassment and bullying.
• Demonstrate sensitivity and understanding of diversity and cultural differences, gender issues and the commitment to equal opportunities.
• Work collaboratively with the Safeguarding Leads to advocate for the inclusion of safeguarding activities and resources within program
• Ability to demonstrate knowledge of donor requirements of safeguarding standards and protection from exploitation and abuse.

1. About you.

This position demands a dynamic individual with a demonstrated ability to achieve results in a demanding and fast paced environment. Female candidates are highly encouraged to apply.

Key desirable qualifications:

• Degree or professional certification in Supply Chain Management, Humanitarian Logistics, or related field.
• Experience working with at least two of the following donors: USAID, ECHO, BPRM, UN and knowledge of specific donor guidelines.
• At least 5 years international experience managing a large multi-site/hub operations, preferably within an INGO/NGO setup.
• Preferable to have experience working in Syria or cross border and remote management projects.
• Solid knowledge and understanding of practical Supply Chain procedures and maintaining supply pipelines in areas with weak infrastructure.
• Demonstrated excellence in training and capacity-building of specialist and non-specialist staff in Supply Chain Management.
• Strong organizational, interpersonal and communication skills.
• Strong computer competency with word processing, spreadsheets, and databases.
• Strong leadership qualities and willingness to exercise initiative.
• Ability to identify and communicate potential problems and propose solutions to the level of management and then effect change.
• Must be able to function effectively in complex work environment, set appropriate priorities and deal effectively with numerous simultaneous requirements.
• Fluency in English, both written and spoken. Arabic language skills are highly preferable.
• Willingness to travel to all hub offices and inside Syria (where security allows) to provide technical support.

Key competencies:

• Adaptable and flexible
• Strategic thinking
• Strong writing and analytical skills
• Solution oriented and positive thinking
• Solid organizational and planning skills
• Self-critic, curious and eager to develop further professionally.
• Communicate with impact and respect.

1. RI Values

Guided by the humanitarian principles of humanity, neutrality, impartiality, and independence, as well as “Do No Harm,” Relief International Values:

We value:

• Integrity
• Adaptability
• Collaboration
• Inclusivity
• Sustainability