TEAM/PROGRAMME: Humanitarian
LOCATION: Denpasar - Bali
CHILD SAFEGUARDING: Level 3: the post holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.
ROLE PURPOSE
The World Mosquito Program (operating as WMP Limited in Australia) is a not-for-profit, wholly-owned subsidiary of Monash University that works to protect the global community from mosquito-borne diseases such as dengue, chikungunya, Zika and yellow fever. The World Mosquito Program uses naturally occurring bacteria called Wolbachia to reduce the ability of mosquitoes to transmit viruses that cause life-threatening disease. A growing body of evidence to support the efficacy of the method includes a randomised controlled trial in Indonesia that showed a 77% reduction in dengue incidence in areas treated with Wolbachia. Ongoing projects in Asia, the Pacific and the Americas continue to accumulate similar promising results.
Following years of laboratory research, independent risk analysis and successful field trials, WMP has undertaken deployments in 11 countries around the world and has widespread support from communities, governments and public health regulators. We are now undergoing rapid organisational change to position WMP to play a key role in scaling global access to Wolbachia and helping to protect the 4 billion people worldwide who live at risk of dengue. Multiple risk analyses conducted on the Wolbachia method have concluded that it is safe for people, animals and the environment. Releases of Wolbachia-carrying mosquitoes receive regulatory approval from relevant government bodies in every country where they take place. We only release mosquitoes with community endorsement. WMP is funded by governments and philanthropies around the world. More information about the WMP can be obtained from www.worldmosquitoprogram.org.
In Indonesia, WMP works in Yogyakarta (Districts of Sleman and Bantul, and Yogya City) and Bali (Districts of Denpasar and Buleleng). This position is assigned for the project in Bali.
The Supply Chain Officer will be remotely managing supply chain and its operations processes for some projects located in Lampung, South Sulawesi, and West Sumatera. S/he will be under the line management of Supply Chain Coordinator and will be accountable to Supply Chain Manager for the provision of effective Supply Chain services which include administrative arrangement of fleet management, warehouse management, and procurement both in emergency and development programming contexts.
In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.
SCOPE OF ROLE
Reports to: Supply Chain Coordinator
Staff reporting to this post: N/A
Other Reporting and Coordination Responsibilities: Supply Chain Officer is expected to work in close cooperation with another Supply Chain Operations Officer, Procurement Officer, Area Coordinator and Field team whose responsibility to procurement process update and report and other field offices and logistic staff and department/units at the National, Area and Field Level. To ensure the field office operations and procurement processes are conducted in line with the organization’s rule and guideline including to monitor the administrative and office management issues in Field Office Level.
Budget responsibilities: N/A
KEY AREAS OF ACCOUNTABILITY
Requisition
- Compile and identify procurement requisition from program and support staffs, duly authorized by the budget holder and Area Coordinator
- In close collaboration with the Area Manager, the Supply Chain Officer will monitor and ensure the meeting arrangement request, accommodation for staff and program activities office management issues.
- Under guidance Supply Chain Coordinator and Program Manager, process contract for institutions as required from PR process.
- Ensure that all requirements are fulfilled prior to further processing the requisition either single quotation, simple quotation, formal quotation (under guidance from Supply Chain Coordinator
- In close coordination with Area Manager, Supply Chain Officer will Identify and ensure the smooth operations support to Field Offices.
- Managing the office filing system that are related to the high value assets (including its original document, i.e; Vehicle Registration, Vehicle Owner’s book), office lease/contract,etc.
- Monitor and ensure the meeting arrangement request, accommodation for staff and program activities.
- Maintain and update the asset register including it’s status, location, user,etc.
- Regularly provide report to the Supply Chain Coordinator on the Asset Register.
- Assist Supply Chain Coordinator in establishing Framework Agreement(s) in related to the specific suppliers
- Provide guidance to Supply Chain Assistant (if available) in the field of Asset Register, Utilities Payments, etc.
- Conduct simple sourcing to local supplier for a programme needs.
- Assist Supply Chain Coordinator in the execution of Framework Agreement Supplier.
- Draft purchase order documents and obtain authorized signatures
- Contact various suppliers in compliance with SCI procurement policy
- Refer suppliers to requesting client for technical related issues of the order
- Arrange, facilitate, and participate in procurement committee whenever required, including taking meeting minutes under guidance from Supply Chain Coordinator
- Record reception of goods in terms of quality and quantity in conjunction with the requesting client
- Issue relevant reception documents and obtain authorized signatures
- Refer to relevant colleague for assets that need to be registered and final delivery of goods/items to requester
- Always be in coordination with Logistics Coordinator in processing any receiving documents
- Draft relevant payment documents and obtain authorized signatures
- Provide feedback when requested by suppliers on the status of their payments when requested
- Maintain updated records of all procurement in the procurement tracker
- In collaboration with another Area Coordinator, Procurement Officer update PR tracker into KPI report to Supply Chain Coordinator and Supply Chain Manager
- Update warehouse status and managing warehouse under guidance of Supply Chain Coordinator
- Maintain updated supplier database.
- Maintain regular communication with department and unit clients on their requisitions
- Update service contract agreement institutionalize and upate weekly base along with procurement trackers.
- Keep up office maintenance with collaboration with others staff to ensure proper maintenance procedure are applied
- Should know admin and Logistics works to stand at any time if she / he is on leave
- To stand in for Procurement Officer in case of leave reason to follow procurement process in transparent and accountable way
- Bachelor’s degree and/or equivalent professional qualifications in relevant fields (science, entomology or health sciences) is desired.
- At least three years experiences in supply chain and procurement roles.
- Ability to plan and organize a substantial workload that includes complex, diverse tasks and responsibilities in both development and emergency contexts
- Willingness and ability to dramatically change work practices and hours, and work with incoming surge teams, in the event of emergencies
- Demonstrated credibility with colleagues and stakeholders at all levels of an organization
- Fluent oral and written communication skills in English
- Ability to supervise Admin & log asst and motivate with strong personal value systems
- Analytical, decision making and strategic planning skills and the ability to handle multiple priorities
- Ability to coach, mentor, delegate appropriately and provide developmental guidance to supervised staff and know office needs.
- Team building skills
- Competent level skills in core IT applications, particularly MS Office
- A commitment to the values and principles of SC
- Experience of exposure to developing countries
- High level of commitment to the principles of development and to the organizational and programmatic goals of Save the Children
Save the Children