Back Supply Chain and Operations Officer

JOB DESCRIPTION

Title

Supply Chain and Operations Officer

Location

oPt Gaza

Travel

As needed to RI, Partner facilities and programme areas

Job Family and Level

P3

Pre hire checks

This role is classified as requiring enhanced pre-employment checks due diligence

1. 
   Scope

   Keep all sections below if not applicable, confirm None. Do not delete the fields.

   Department:

   Supply Chain and Operations

   Reporting to:

   Area Coordinator

   Direct reports:

   Drivers , Logistics Assistant and cleaner.

   Budget responsibility:

   N/A

   Relationship management:

   Gaza Area Director, Security, Finance, HR, Programs, suppliers, and/or any other parities mentioned or not related to the nature of the position

   1. 
      Context

      About Relief International

      📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

      ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

      Relief International (RI) partners with communities impacted by conflict, climate change, and disaster to save lives, build greater resilience and promote long-term health and well-being.

      Currently, RI is active in 14 countries around the world, including some of the most fragile: Afghanistan, Iran, Iraq, Jordan, Lebanon, Myanmar, Pakistan, Philippines, South Sudan, Sudan, Syria, Turkey, and Yemen.

      Relief International includes the four corporate members of the RI Alliance: Relief International Inc., Relief International-UK, Relief International-France and Relief International-Europe Under our alliance agreement, we operate with a single, shared management structure.

      About our Country Program

      Relief International was operational in OPT starting in 2007, and after entering hibernation period in 2017, has recently reactivated its operations at the end of 2023. Relief International is currently building its response to the current and evolving situation in both Gaza and the West Bank through both a direct implementation and partnership approach. Relief International’s programming in OPT follows Relief International’s global strategy with Health as a central focus with components linked to our work in Health through the sectors of WASH, Protection, Education and Livelihoods. The context in OPT is extremely dynamic and requires focus on nexus programming that brings together both humanitarian service delivery combined with systems strengthening and longer-term programming

      1. 
         Job Profile

         The Supply Chain and Operations Officer is a vital support role, ensuring the smooth functioning of Relief International's operations in oPt – Gaza

         Your role will be to follow up and manage a variety of operational tasks, including procurement, journey and fleet management, office supplies, facilities, utilities, assets, and stock. You will also support RI projects in oPt by ensuring compliance with procurement policies and donor regulations.

         1. 
            Key responsibilities

            Accountability and Complexity

            • Solves problems in straightforward situations; analyses possible solutions using technical experience and judgment and precedents.

              Tasks & Responsibilities

              Logistics
              and procurement

              • Receiving, verifying and processing, quotations for RP issued and ensuring compliance with the FRC and donors’ rules and procedures .
                • Supervise the control of the quality and quantity of the purchased items according to the requester’s specifications
                • Provide RP follow-up and inform applicants of the processing progress of their orders
                  • In collaboration with the programs, consolidate the purchasing forecasts of the base
                  • Keep the smooth coordination with suppliers, contractors, service providers to develop good working relationships and to collect timely information whenever required
                  • Conduct local market assessments
                  • Maintain an updated vendor list and ensure proper archiving of documents.
                  • Ensuring the procurement and contracts tracking sheets is updated accurately, sharing it with stakeholders on a weekly basis

                    Warehouse and Stock Management

                    • Support in monitoring project & office stock levels and advice on appropriate stocking and replenishment to meet project demands.
                    • Coordinate with the program team and RI Partners for stock reconciliation and quality control through field visits and verification.
                    • Ensure warehouse and stocks are secure, well managed, and documented. Improve and ensure the accuracy of reporting and tracking databases.
                    • Oversee routine physical stock counts, document discrepancies and report losses to Country Management.
                    • Ensure receipt and reconciliation are done for all stocks which have been transferred from RI to other RI locations or Partner sites

                      Assets

                      • Ensure that the Gaza asset register is properly maintained; and all office and program assets are logged.
                      • For all assets, maintain the tracking system and ensure all assets are issued with a unique RI asset number, ID tag, and are tracked.
                      • Work closely with IT/HR & security for the onboarding of new staff both national and international by ensuring that all assets are ready prior to start date.

                        Transportation & Fleet

                        • Ensure management of vehicle fleets is in line with RI standards, and ensure that appropriate allocation and safe use of vehicles is achieved throughout the program.
                        • Coordinate transport needs for team members and work with the security team for journey management.
                        • Ensure weekly vehicle log books are kept update by drivers and staff.
                        • Consolidate the vehicle log books and share with the country office.
                        • In tandem with the security department ensure that drivers are briefed and familiar with routes that staff travel on.
                        • In coordination with the security department ensure drivers are appropriately trained.
                        • Ensure that all vehicles have recommended safety equipment carried at all times and drivers are trained and tested on its use.
                        • Fleet fuel management

                          Premises management

                          • Manage installation, rehabilitation and maintenance of RI premises
                          • Ensure that the running services (water, electricity etc…) are working properly and sufficient for the need
                          • Ensure regular maintenance of the base generator and supervise the fuel stock
                          • Regularly check the premises (offices, guest house, warehouse) for the maintenance needs

                            Other:

                            • Work in close collaboration with other members of the RI team; sharing information on the assessments and proposed interventions, providing overviews of operation requirements for the development of project proposals and subsequent projects.
                            • Ensure reliable and regular reporting regarding all activities link to areas of responsibilities
                            • Provide a weekly action plan to the line manager
                            • Ensure on a weekly basis that the logbooks (for fleet and generator) are being properly filled and relevant
                            • Support Supply Chain and Operations Manager in local partners management (participate in local partners capacity assessments, support in ensuring compliance, etc.)
                            • Any other task as assigned by the line manager

                              Behavior and conduct

                              • Ensures that behavior inside and outside of work promotes the values in RI’s code of conduct and safeguarding policies
                              • Acts with integrity and holds themselves accountable for being respectful, inclusive and professional
                              • Reports any concerns

                                Management and leadership

                                • Ensure the highest standards of behavior inside and outside of work promotes the values in RI’s code of conduct and safeguarding policies
                                • Be a model for ethical conduct standards for other team members
                                • Embrace diversity, and model inclusive and equitable behaviour.
                                • Ensure own actions and the actions of the teams’ members they manage do not adversely impact the safety of the RI team and the vulnerable communities we serve
                                • Ensure donors, partners and communities are aware of RI conduct and reporting mechanisms
                                • Ensure safeguarding is embedded in all the work we do
                                • Be responsible for ensuring a culture and systems in place for reporting
                                • Report any concerns
                                  1. 
                                     Person Specification

                                     Skills, knowledge and expertise required for the role.

                                     Essential criteria

                                     • 3-5 years of relevant work experience in NGO supply chain department.
                                     • Excellent analytical, organizational, managerial and communication skills.
                                     • Excellent interpersonal skills: including patience, diplomacy, willingness to listen and respect for colleagues and partners.
                                     • Excellent time management skills and resourcefulness with strong attention to details.
                                     • High level of creativity and coordination.
                                     • Fluency in Arabic and English is required.
                                     • Information and computer literacy (MS Office package) and Oracle
                                     • IT experience is a plus.
                                       1. 
                                          RI Values

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

                                          • Integrity
                                          • Adaptability
                                          • Collaboration
                                          • Inclusivity
                                          • Sustainability

                                            All staff are expected to abide by RI Safeguarding, Code of Conduct & Incident Management Policies & procedures.

                                            Relief International is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran.”