Role purpose :

This role is in charge of strengthening systems and procedures of the Supply Chain function in the Save the Children Mali Country Office, reinforcing the local capacity of staff and partners and ensuring an organised working system is in place aiming to efficiency, effectiveness and quality in satisfying the programmatic needs for projects implementation.

The Head of Supply Chain provides leadership to the supply chain team, ensures support and performs controls over all aspects of the supply chain function across the whole country office.

The role is in charge of the Supply chain team in Bamako, and is technical referent for all Supply Chain staff at field locations.

He is also responsible to coordinate with all relevant stakeholders and functions within the Country Office, ensuring that a positive collaboration dynamics is in place, and that planning activities are ongoing critical activities performed together with all key colleagues involved in projects implementation.

Additionally the role assists the Director of Programs Operations and other members of the senior management team in ensuring the application of and adherence to all relevant SCI policies; provides technical lead in managing risks linked to supply chain management; and supports operational security management activities with a special focus on safety of the staff linked to facilities and vehicles.

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

Scope of role :

Reports to :  Director of Programs Operations

Staff directly reporting to this post : Procurement Manager/Logistics Coordinator and 4 field logistics teams through matrix management.

Budget Responsibilities : N/A

Role Dimensions :

Save the Children in Mali has about 23 projects with an annual portfolio of 25 Million Dollars in several thematic (health & Nutrition, Education, Food security and Livelihood, protection..). With a coordination office in Bamako, the projects support beneficiaries across more than 6 regions with field offices in Sikasso, Mopti, Gao, Niafounke and Kayes.
The supply chain department is key in making projects deliverables possible and procure about 10 million of goods and services a year in addition to all the asset, inventory and fleet management associated to it.

Key areas of accountability :

Strategic Management :

• Provide leadership and oversight on all technical areas of the Supply Chain function, including Procurement Management, Fleet management, warehousing and asset/inventory management ;
• Support all projects design activities, ensuring that the all risks linked to supply chain management are identified and mitigated, that all support costs are included and that the needed HR resources for supply chain department are included both in term of seniority and headcount ;
• Ensure that all procurement needs across all projects are consolidated and kept updated within regular project review meeting along the implementation schedule; support Procurement Manager in Developing a Category Based Procurement Strategy and a Procurement Action plan to manage strategically all procurement needs across all identified market categories ;
• Ensure that all international procurement needs are identified at earliest possible stage, that they are consolidated at country level, and that International Procurement Processes with Regional Procurement Unit have strict follow up and short response time ;
• Ensure that all distribution needs for projects are planned and well organised by working with project managers and with warehouse colleagues to ensure that stock holding is efficient and linked to project implementation and avoid both stock-out and over-stock of items in SCI warehouses ;
• Based on identified programmatic needs and on the risks linked to the type of interventions and volumes engaged; the Head of Supply Chain ensures that the workload for supply chain department is monitored in order to have a flexible approach to the supply chain team. He will manage with the Director of Program Operations to increase the capacity when critical peak of work are forecasted, to keep minimum service standard levels in place and limit impact in projects implementation ;
• Ensure that SCI global, regional and local policies, best practices and and minimum standards are effectively in place and are integrated into all logistical systems, structures and procedures; as well as ensure that donor requirements are known and respected across all activities ;
• Provide information and training for key in country stakeholders and other teams to understand and how to collaborate in the best way with SCI Supply Chain function and ensure understanding of policies, procedures, and minimum standards ;
• Act as Country Focal point for any Supply Chain transformation initiative linked to processes and systems improvement, and represent Mali supply chain in discussion at regional and global level ;
• Escalate to Operations director all critical issues, risks, and potential problems that might have impact on SCI operations, reputations and anything that could affect the ultimate goal of SCI Mali ;
• Ensure that supply chain data produced at country office level are good quality, on time, and are suitable for analysis and data-driven decision-making. He also ensures a constant monitoring of relevant KPIs and develop action plan for improvements in all areas for which weaknesses, risks or inefficiencies are identified. He provides relevant information and data to Regional counterparts and engage in discussions over improvement of performance with regional referents.

Team / Department Management :

• Oversee the development and reinforcement of SC Mali Supply Chain structure; including review and improvement of job descriptions, lead recruitment & induction processes, ensure strong performance management, provides mentoring when required, and lead capacity building activities at SCI Mali level for any aspect of Supply Chain management ;
• In collaboration with Director for Program Operations, ensures that the Supply Chain team is staffed and equipped adequately to deliver, maximising the available resources ;
• Improving accountability through the establishment of clear reporting lines and documentation systems, promoting transparency in Supply Chain activities and ensuring that inter-department processes are under a constant improvement cycle ;
• Lead any activities linked to supply chain transformation and improvement in processes, systems, ways of working. Specifically, all activities linked to Procurement (Procurement Operating Model, Adoption of the new Procurement Manual and Policy, transition to ‘Source to Pay’ procurement system), Fleet management (IVMS / GPS tracking), Assets (new asset tracking being developed and new policies and guideline to adopt in country), and any technical area of supply chain.

Procurement Management :

• Ensure that SCI procurement policies and procedures are in place, that there is consistently throughout all stages of the procurement process, and that minimum standards of efficiency, quality, and timeliness, value for money are maintained. Lead the in country activities for roll-out of new Procurement Manual and Policy, train the relevant staff on the new standards and procedures, and monitor adherence to the ;
• He sets performance targets for any Procurement function that are measurable and are tracked regularly to promote continuous improvement team dynamics, including targets on procurement savings to be documented and shared with Regional counterparts and HQ ;
• Ensure that all procurement plans for each project are produced and kept up to date, supporting programme staff in the development of the plans if needed ;
• Ensure that Procurement Function consolidates and updates regularly all procurement needs, and that procurement function is having a strong sourcing capacity to put under contract all identified market categories, supporting the procurement manager in developing and implementing a category-based procurement strategy for Mali Country Office ;
• Ensure that procurement function can work with programme staff in order to map the needs and standardise as much as possible the goods and services across projects, to maximise purchasing power and to have the most efficient procurement function possible ;
• Ensure that other departments are familiar with and follow the SCI procurement policies and procedures, with a special focus on Budget Holders and internal client ;
• Ensure that SCI Procurement Operating Model is fully adopted up to become business as usual at Mali CO level. This includes supporting the transition in line with key P.O.M. requirements and standards; specifically, ensuring that there is a centralised procurement management system in place at country level, with de-centralisation of the purchasing capacity but that a sourcing capacity is in charge of all aspects of suppliers’ selection, negotiation, contracting and performance management ;
• Promote transparency and fairness in all procurement processes, ensuring a strict control system is in place within the procurement function at capital and at field level, to minimise risks linked to fraud, delays, bad quality or poor suppliers’ performances ;
• Ensure that SCI suppliers are aware and fully understand all SCI policies, and that they comply with them at any moment while they are under contract with SCI. Ensure as well that all suppliers are treated fairly, equally and that there is full transparency on the ways SCI manages its 3rd party expenditure. Ensure that there is a mechanism for suppliers to raise concerns about any misconduct or inappropriate behaviour by any SCI staff, ensuring that zero tolerance towards fraud and wrongdoing is fully understood by any contracted counterpart ;
• Maintain an effective and efficient international procurement system that is well coordinated with the Regional Procurement Unit: this includes consolidating demand at country office level for international procurement, ensure quick response time to RPU counterparts, keep informed all relevant stakeholders at country level about status of ongoing orders and raise eventual risk or issue that might be faced. Additionally, he works with supply chain team members to ensure that custom clearance process is as fast and smooth as possible, ensuring knowledge of procedure, all key contacts are available, and that processes are engaged pro-actively ;
• Ensure that Procurement Manager is supporting and controlling field offices procurement activities. Within a centralised procurement management system, all contracts are to be centrally approved to reduce risk linked to contract management. Field locations should be monitored strictly concerning supplier’s selection and engagement, especially over market categories identified as high risk or having big volumes to be managed. The sourcing activities are to be centrally managed, for covering procurement needs at field level, across all identified market categories. Ultimately ensure that where a field location is doing any sourcing activity there are adequate capacities to perform the task and to control the procedures, or when it is impossible to ensure adequate capacities then the field location will perform only order management and purchasing activities, without suppliers selection and other sourcing activities ;
• In line with Save the Children procurement policies and procedures, establishing Framework Agreements with suppliers for regularly/frequently procured goods and services.

Warehousing and stock management :

• Oversee stock management: develop and maintain effective warehouse/delivery management systems; link with projects to support quality distribution planning and ensure that the stock management system is transparent. Ensure that inventory data are reliable and updated ;
• Set up reporting system for each project to ensure effective and efficient management of the programmatic stock, avoiding stock-outs and over-stocking of items ;
• Ensure that warehouses and stocks are maintained in line with program requirements and SCI policies/standards, especially in term of security and safety, and best practices in term of conditions aligned with the type of products and their specificities ;
• Lead all Stock Inventory activities, on top of ad hoc spot checks on warehouses to minimise risk of theft, frauds, and damaged goods ;
• Ensure coordination with Finance over any stock-related financial management aspects ;
• Ensure coordination with project managers in developing distribution plans to minimise the stock-holding and ensure regular rotation of stock, maximising the available space and limiting the amount of stock that is being kept over time ;
• Ensure that Total Inventory management system is kept up to date, with quality information, and support any issue identified with T.I.M. at country level until its resolution ;
• Ensure in kind donations are appropriately managed and stored in line with donor/SCI requirements.

Fleet management :

• Implement fleet management system in line with SCI policies and procedures, to ensure accountable and efficient use of then vehicle fleet ;
• Perform or update a fleet assessment, to make sure that at any time the most updated information is available, and support leadership in decision making linked to the sustainability of the fleet of vehicles for Mali Country Office ;
• Ensure that there is a planning system for movements, to avoid inefficiencies and to reduce as much as possible the usage of rental vehicles when applicable ;
• Ensure staff are sensitized, trained and held accountable on the safe use of vehicles; and drivers are fully supported to assume their responsibilities effectively ;
• Ensure that there is a safe, efficient and effective fleet maintenance system in place for any reparation, including spare parts management, to ensure that vehicles have the maximum safety and maximum availability ;
• Ensure that fuel management is safe, theft-proof and transparent, by monitoring consumptions and setting up adequate steps of control ;
• Ensure all vehicles meet Save the Children Safety and Security requirements ;
• Improve/implement an effective vehicle allocation system, balancing needs and available resources ;
• Promote as much as possible the adoption of a pooled-vehicles management system, with vehicles that are SCI owned and leased/charged to awards proportionally to their effective utilisation ;
• Ensure that drivers are meeting SCI standards and respecting all rules, policies and regulations. Ensure that there is no tolerance for breaking rules and that key sanction mechanism is in place for any wrong-doing that can expose SCI or SCI staff to any risk.

Make sure that drivers are in the best physical condition to perform their duties, respecting breaks when driving for long distances, avoiding excessive extra-hours, ensuring rotation of drivers is efficient and meets minimum standards.

Develop SCI driver’s capacity and knowledge of SCI activities, mandate and projects, to make sure that any SCI driver is able to speak to counterparts about SCI values, mission, goals and activities, especially when driving in field locations.

Assets management :

• Ensure that there is a complete asset register updated at any time, including all the critical information, and that is backed by a physical archive including all donor, procurement and technical information of any asset. Additionally, he ensures that all program assets are adequately recorded in SCI systems, tagged with unique asset numbers, and are tracked throughout the country ;
• Work with finance to ensure that coordination is in place and proper data management system is effectively maintained concerning all assets ;
• Work with IT colleagues to ensure that all IT assets and equipment are adequately duly managed, that there is a strict protection of SCI data, and that users follow best practices to minimise issues linked to bad utilisation or abuse of SCI IT equipment ;
• Perform regular checks on asset, including on the quality of the archive, on the attribution to staff, and on the adequate utilisation ;
• Develop with Operations, Finance and Programmatic counterparts an asset replacement plan for the most critical assets for Mali Operations, with special focus on vehicles and IT equipment. The plan is to ensure sustainability on time of the fleet of vehicles and IT equipment, meeting SCI needs with the assets in the best possible condition. It is critical to identify asset needs for each new project, taking in consideration what is already available in order to cut significantly any avoidable cost in new proposals ;
• Lead Asset disposal activities, in coordination with Finance and Awards functions, and with the support of RO counterparts, aiming to maximise SCI revenues from asset disposal activities.

The disposal should be duly documented, transparent, fair and focusing on best value for money to recover for SCI.

Program and field teams support :

• Support Risk management activities at proposal design and implementation, ensuring that any identified risk is raised and mitigation measures are proposed to leadership ;
• Support for any new project proposal or grant the development of a quality procurement plan ;
• Help coordinate distributions of humanitarian assistance, goods, and supplies as required ;
• Liaise with program and Monitoring & Evaluation teams as required to ensure the audit trail from purchase through distribution/delivery meets Save the Children and donor standards ;
• Ensure that all Supply Chain staff in all field location have a technical lead, and ensure a strict control of the supply chain operations in field locations through an effective reporting and data management system, and with ad hoc visits and controls activities.

Relations / Matrix Management :

• Implement/maintain effective communication systems between the capital and field offices ;
• Provide technical support and support accountability systems for logistics personnel in field offices ;
• Liaise closely with the finance department to ensure accountability and donor compliance with respect to project implementation and operational support ;
• Work with the Area managers, Field Managers and Director Program Operation to ensure that the operations structure is equipped to implement programs effectively, efficiently and accountably ;
• Working with the regional logistics focal point on compliance, systems and procedures to ensure effective and efficient program delivery ;
• Ensure that all reports related to logistics and completeness are produced in a timely manner and share with Regional Counterparts ;
• Link with Regional Supply Chain lead for regular updates and for asking any support, developing a positive collaboration and coordination dynamics with the regional Supply Chain team.

Skills and behaviours (our Values in Practice) :

Accountability :

• Hold self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values ;
• Hold the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.

Ambition :

• Set ambitious and challenging goals for themselves (and their team), take responsibility for their own personal development and encourages others to do the same ;
• Widely shares their personal vision for Save the Children, engages and motivates others ;
• Future orientated, thinks strategically.

Collaboration :

• Build and maintain effective relationships, with their team, colleagues, members and external partners and supporters ;
• Values diversity, sees it as a source of competitive strength ;
• Approachable, good listener, easy to talk to.

Creativity :

• Develop and encourage new and innovative solutions ;
• Willing to take disciplined risks.

Integrity :

Honest, encourage openness and transparency

Qualifications and experience :

Essential :

• At least 05 years of experience in supply chain management in the humanitarian setting, with at least 3 years of international experience, preferably in more than one country ;
• At least 03 years of experience in supply chain management in INGOs and/or complex /large scale programmes in humanitarian emergency response environments ;
• Proven experience in all technical areas of logistics and supply chain, including procurement, transportation and distribution, warehousing and inventory management, fleet management, assets management, etc ;
• Experience in set up of management systems, process improvements, and high level management beyond the day to day activities of project implementation, as it is a pre-requirement ot be able to manage the volumes and complexity of Save the Children operations in Mali ;
• Experience in implementation of complex international supply chains to support different types of programs across multiple geographic locations ;
• Experience in managing complex sub-contracting activities, especially for high risk areas such as construction and Cash interventions ;
• Experience in medical supply chain management ;
• Experience in strategic thinking and planning with respect to strengthening existing logistical systems ;
• Experience in managing logistics teams, including senior roles at managerial level ;
• Experienced in team development and capacity building ;
• Ability to synthesize and analyse complex information quickly and clearly and make informed decisions ;
• Ability to build positive relationships with a wide range of people, both internally and externally, and across departments and programmes ;
• Excellent capacity for planning, management and coordination skills, with the ability to organize a high workload composed of diverse, complex tasks and responsibilities ;
• Strong communication skills (written and oral) in both English and French ;
• Knowledge of computers, especially MS Word MS Excel, PowerPoint and MS Outlook software ;
• Fluency in English and French ;
• Understanding and commitment to the goals, values ??and principles of Save the Children.

Desirable :

• Experience in specific areas of logistics such as mechanical fleet networks, IT / Communication ;
• Strong analytical skills, and capacity to make analysis and provide key data-based inputs to country office management team.

Additional job responsibilities :

The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

Equal Opportunities :

The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.

Child Safeguarding :

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

Health and Safety :

The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.

Dossiers à fournir :

Les dossiers de candidatures doivent comporter :

• Un CV détaillé mis à jour ;
• Une lettre de motivation mentionnant le titre du poste ;
• Les copies certifiées des diplômes et attestations de travail ;
• Un casier judiciaire en cours de validité (n’est obligatoire qu’une fois retenu au poste) ;
• Les références d’au moins deux précédents employeurs, de préférence des superviseurs directs.

Les dossiers de candidature doivent être envoyés au plus tard le 03/01/2019 à 17H00 précises uniquement via l’adresse électronique suivante : mali.recruitment@savethechildren.org

NB : Seuls les candidat(e)s présélectionné(e)s seront convoqué(e)s pour les interviews.

Les dossiers de candidature ne seront pas retournés.

FR: IL est porté à la connaissance des candidats que Save the Children International ne demande aucun paiement, ni frais durant tout le processus de recrutement. Toute demande allant dans ce sens doit être immédiatement signalée car contraire aux valeurs et pratiques de notre organisation.

EN: Applicants are advised that Save the Children International does not require any payment or expense during the entire recruitment process. Any request in this direction should be immediately reported.