Head of Supply Chain Management Job at Catholic Relief Services

Catholic Relief Services is the official international humanitarian agency of the Catholic community in the United States. CRS works to save, protect, and transform lives in need in more than 100 countries, without regard to race, religion or nationality. CRS relief and development work is accomplished through programs of emergency response, HIV, health, agriculture, education, microfinance and peacebuilding.

We are recruiting to fill the position below:

Job Position: Head of Supply Chain Management

Job Ref: 200000NF
Job Location: CARO-NG-Federal Capital Territory, Abuja
Organization: Catholic Relief Services
Schedule: Regular
Shift: Standard
Employee Status: Manager
Job Type: Full-time
Job Level: Day Job
Travel: Yes, 25 % of the Time

Job Summary

• Reporting to the Deputy Country Representative/Operations, the Head of Supply Chain primary function is to provide leadership and oversight of the country program’s supply chain Management in the following areas: Procurement, Fleet Management, Travel, Store and inventory Management and Invoice payment process.
• The Head of Supply Chain ensures that programs are supported to effectively meet articulated needs, manage risk, and increase efficiency. The Head of Supply Chain ensures that all offices and projects have corresponding systems in place and that applicable CRS and donor policies are consistently applied.
• The Head of Supply Chain leads and oversees activities to strengthen the capacities of partners in these same functions. The Head of Supply Chain is a member of the senior management team and plays a key role in all senior management decisions and initiatives.

Roles and Key Responsibilities
Leadership:

• As a member of the Country Program’s senior management team, work with senior colleagues to coordinate efforts with the aim of best serving program participants.
• Incorporate Supply Chain issues into country strategic planning process. Assess and advocate for needed investments in Supply Chain capacity.
• Attend relevant interagency, sector coordination, and representational meetings as required. Network with equivalent staff in colleague organizations.
• Work with technical leads to improve Supply Chain capacity, including systems and staffing in the key functional areas in which s/he has oversight.
• Oversee Supply Chain functions in field offices in the relevant areas by working closely with Field Office Managers and conducting regular visits to these offices
• Actively participate in regional OpEx events (i.e. monthly calls, annual 3D meeting, etc.).Engage the CPs Supply chain team in proposal development, ensuring collaboration with the program department that ensures optimal application of operational items, like: staffing, goods/services, etc.

Functional Management to Increase Effectiveness:
Supply Chain Management (Procurement, Warehousing, Fleet, clearing, handling and transportation):

• Supervise the SC Managers of projects in the strategic management of material resources. Communicate CP priorities and guide them to ensure alignment of efforts.
• Ensure efficiency and compliance in local and international procurement. This includes ensuring maintenance of the CPs ASL.
• Ensure proper stewardship of CRS resources, and the optimal utilization and maintenance of program assets and resources including proper inventory controls (includes oversight of inventory receiving and shipping as well as warehouse, fleet and asset management and the disposition of assets (i.e. Vehicle Acquisition and Disposition Plans)
• Ensure high quality reporting that allows for proper tracing and tracking of inventory and assets. Ensure that in-kind transactions are reflected appropriately in financial statements according to CRS policy.
• Ensure integrity (accuracy, security) of SCM information systems.
• Oversee the country insurance policy for assets. Negotiate renewal of insurance policies
• Confirm the maintenance of an up-to-date inventory and the efficient tracking of all agency property per agency requirements
• Ensure the preparation and submission of quarterly asset reports to HQ.
• Ensure that transportation services other than fleet management are appropriate to need and delivered in conformity with CRS policies.
• Ensure that risk mitigation strategies including insurance are undertaken. Lead preparation of agency Risk Disclosure Report
• Oversee the quality, timely procurement of food and non-food commodities, materials, supplies, services and equipment, and other office support.
• Oversee the logistics of relief and recovery commodities, including customs clearing, reception, warehousing and preparation for distribution(s).
• Prepare operational documents and reports for senior management (e.g., pipeline analyses, daily and weekly warehouse status reports, Commodity Status Reports, Loss Reports, etc.).
• Ensure that the management of commodities at CRS and partner warehouses and distribution sites falls within the guidelines set by the agency and donor organizations.
• Collaborate with all departments within CRS to ensure that programming and operations units receive the procurement and logistical support they need to achieve their objectives.
• Meet with the programming teams to fully understand the short- and long-term supply and material/services needs for projects.
• Prepare CRS/Nigeria for the implementation, roll-out and use of the Oracle Insight software; specifically, for the SCM component of the solution.
• Consult with the programming to identify the main types of goods and services that will be needed in near term based on the current portfolio of programs and operations, and use this to conduct regular market assessments of best sources and prices.
• Ensure that items and services are being delivered in a timely way, and facilitates communications with other units (programming and operations) in the case of delays or other obstacles.
• Keep abreast of any changes in governmental taxes (sales, VAT), duty fees, levies and importation procedures.
• Conduct regular market analysis and keep up to date a goods/services inventory/log, which is consulted and used by business development and program colleagues to develop new initiatives.
• Supervise the logistics team to effectively manage the fleet of CRS-owned and/or rental vehicles to ensure passenger and commodity safety and high-quality service.
• Oversee the accurate use of the CRS Vehicle Management System (VMS) and work with fleet and logistics team to ensure proper coding and approval of vehicle travel.
• Oversee the accurate use of the V-Tron Fleet Telematics Solution and optimize its usage in the areas of vehicle tracking and tracing, driver behavior and electronic vehicle administration.
• Continually seek ways to improve the logistics and fleet services provided to CRS staff in the Northeast and in other CRS offices across the country (includes fleet/trip planning, preventative maintenance and repairs, etc.).
• Ensure all CRS vehicle policies and procedures (i.e. Fleet Management Toolkit) are followed.
• Ensure training and robust orientation of all drivers.
• Ensure the safety & security of CRS staff / assets when traveling in CRS vehicles.
• Ensure the efficiency, accountability and transparency of the warehousing and commodity delivery operation of CRS projects in Nigeria, in accordance with CRS and donor regulations, policies and procedures.
• By supervising the Warehouse custodians, ensure competent management oversight of warehousing staff, including effective planning and monitoring, delegation and follow-up of assigned tasks, and excellence in reporting.
• Oversee the cross-border activities for the importation of food and non-food commodities and other relief materials, including inland shipping and storage.
• Ensure proper storage and handling of commodities in the warehouse according to generally accepted commodity accounting principles, SM handbook, as well as CRS and donor policies and procedures.
• Develop and ensure the use of effective and efficient commodity management and tracking systems as required. Review systems regularly and revise, as necessary.
• Encourage and positively reinforce open communication between the supply chain team and other units, including coordinate with programming staff on dispatch plans. Deliver in an efficient and timely manner the correct quantities of relief supplies to the correct locations.
• Coordination the production of the report on gifts-in-kind received to the Finance team for recording in the accounting system.
• Regularly monitor warehouse operations and work with Warehouse custodians to identify and implement improvements.
• Oversee the process of hiring a clearing agent consultant: initiate the request, when the choice is done, ensure all required approval in compliance with CRS policy are in files, drafting the contract using approved template. Once the contract is signed by both parties, managing the relations with the Clearing Agent.
• Advise on needed documentation and procedure for all shipments for the CRS office upon receiving information on incoming shipments.
• Oversee the Monitoring of all shipments to the CRS office and liaise with clearing agents on the clearing and delivery of items.
• Oversee the process of Follow up with the various Government agencies to process relevant documentations (e.g. IDEC, NAFDAC certification, Form M, Standard Organization of Nigeria, etc).

Travel:

• Ensure the timely execution of requests for bus, car, plane and train travel, as well as for hotel accommodation, insurance, etc. for both domestic and international travel.
• Ensure that regular market surveys are conducted so as to guarantee CRS’ recommended travel options are as economic as possible.
• Collaboration with the Head of Administration to ensure necessary arrangements are made for visitors. This includes visa upon arrival, airport pick up/drop off, hotel reservation, hotel pick-up for office, sharing of welcome package: visitor briefing document, constant companion, mobile phone, internet connection, etc.
• Ensure that a traveler tracker is maintained and kept up to date. This tracker monitors all movements arranged for by the Travel Unit. Information of visitors arriving should be shared regularly with the Security Coordinator for planning of needed security briefings.

Relationship Management to Build Capacity and ensure Compliance:

• Perform periodic conduct systems checks in all support departments and offices to ensure that CRS is in compliance with CRS and donor standards, and to ensure responsive support to staff, programs, and partners.
• Identify management system weaknesses, establish priorities, provide recommendations for improved systems performance and ensure compliance.
• Oversee compliance with the Global Fund and the US Law as it pertains to CRS’ operations. This includes the Patriot Act, FFATA, U.S. export licensing regulations under OFAC and Commerce programs in coordination with HQ Office of General Counsel.
• Oversee compliance with local laws in Supply Chain Management. Ensure that legal commitments are made in accordance with local law and US law where applicable.
• Lead relevant CRS staff to help partners identify and resolve management quality issues related to the Supply Chain, and to continually improve quality and strengthen capacities.
• Provide timely, efficient, appropriate technical assistance to staff and partners in management of supply chain issues.
• Working in collaboration with the Head of Administration in getting IDEC, and play key role in clearing and negotiations with customs for all CRS importations.

Supervisory Responsibilities:

• Procurement Manager and Manager, Supply Chain - Logistics Management Information System

Key Working Relationships:

• Internal: The Country Representative, Deputy Country Representatives, Head of Administration, Head of Finance and Grants, COPs and other program managers, regional and HQ teams including the DRD-MQ; HQ- MPI, HQ Human Resources, HQ Finance, HQ GKIM, OGC, HQ Internal Audit
• External: Heads of Caritas Internationalis representatives; Church partners; CRS implementing partners; operational partners and colleague organizations; USAID Mission; Center for Disease Control, EU, and other international donors; Local Government; auditors; banking and insurance Institutions; service providers and vendors

Qualifications
Basic Qualifications

• Bachelor’s degree in Supply Chain or other relevant degree required.
• Minimum of 5 years work experience in supply chain/logistics/procurement management with progressive responsibilities, preferably with relief supply chain management.
• Knowledge of and experience with various public donors’ regulations. Understanding of the Federal Acquisitions Regulations (FAR), WHO regulations, Global Fund regulations and Generally Accepted Commodity Accountability Principles (GACAP)
• Knowledge of national and international import/export legislation and common customs regulations.
• Staff management experience and abilities that are conducive to a learning environment.
• Proficient in MS Office package (Excel, Word, PowerPoint, Visio) and information management systems. Experience with ERP systems is a plus.

Preferred Qualifications:

• Master’s Degree in Supply Chain, other relevant Master’s strongly, or equivalent experience strongly preferred. Professional certification(s) in supply chain a plus.

Knowledge, Skills and Abilities:

• Must demonstrate a good understanding of contemporary management best practices
• Must have excellent research and facilitation skills
• Excellent people skills;
• Demonstrate high level of initiative, diplomacy and tact
• Excellent knowledge of computer software – MS Office and Excel especially;
• Must be flexible and be able to work independently and as part of a team
• Ability to work collaboratively
• Ability to work in a complex environment and to lead and work with a multi-cultural team.
• Demonstrate excellent written and oral Communication skills

Required Languages:

• English Language

Travel:

• Must be willing and able to travel up to 25 %.

Agency-wide Competencies (for all CRS Staff):
These are rooted in the mission, values, and guiding principles of CRS and used by each staff member to fulfill his or her responsibilities and achieve the desired results:

• Integrity
• Continuous Improvement & Innovation
• Builds Relationships
• Develops Talent
• Strategic Mindset
• Accountability & Stewardship

Note

• Our Catholic identity is at the heart of our mission and operations. Catholic Relief Services carries out the commitment of the Bishops of the United States to assist the poor and vulnerable overseas. We welcome as a part of our staff people of all faiths and secular traditions who share our values and our commitment to serving those in need. CRS processes and policies reflect our commitment to protecting children and vulnerable adults from abuse and exploitation.
• Disclaimer: This job description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position.
• CRS' talent acquisition procedures reflect our commitment to protecting children and vulnerable adults from abuse and exploitation.
• CRS is an Equal Opportunity Employer