Supply Chain Officer

RESPONSIBILITIES:

 

- Supply Chain Operations:
Implement and follow up on assigned supply chain activities in accordance with organizational policies, procedures, and operational priorities.
Ensure timely processing and follow-up of supply chain requests from initiation through completion.
Maintain accurate trackers and provide regular updates on the status of ongoing supply chain activities.
Identify delays, bottlenecks, or compliance issues and promptly escalate them to the Supply Chain Coordinator.
Support the planning and prioritization of supply chain activities based on program and operational requirements.
Coordinate the movement, delivery, receipt, and documentation of goods and services when required.
Ensure appropriate follow-up with relevant stakeholders to achieve timely completion of assigned tasks.
- Tender Facilitation:
Act as a Tender Facilitator for open and closed tenders in accordance with organizational policies and procedures.
Coordinate the preparation and organization of tender documentation and ensure all required documents are available before launching the tender.
Facilitate tender-related meetings and processes while maintaining neutrality, transparency, confidentiality, and fairness.
Coordinate with relevant departments and stakeholders to clarify technical requirements, evaluation criteria, timelines, and documentation needs.
Support the establishment and coordination of tender/evaluation committees as required.
Ensure that bids, evaluation documents, committee records, approvals, and related tender documentation are properly maintained and archived.
Follow up on tender action points and ensure timely completion of each stage of the tender process.
Escalate any potential conflict of interest, compliance concern, or procedural deviation to the Supply Chain Coordinator.
- Vendor and Service Provider Coordination:
Maintain and regularly update supplier, vendor, and service provider information and records.
Support vendor identification, communication, and performance follow-up across relevant supply chain activities.
Coordinate with vendors and service providers regarding quotations, documentation, delivery schedules, service requirements, and other operational matters.
Maintain professional relationships with suppliers and service providers while ensuring equal treatment and compliance with organizational standards.
Report on vendor performance concerns, delays, or other significant issues to the Supply Chain Coordinator.
- Planning and Follow-Up:
Contribute to supply chain planning in coordination with the Supply Chain Coordinator and relevant departments.
Review operational requirements and support the preparation and updating of supply chain plans and trackers.
Monitor pending requests and agreed timelines and proactively follow up with responsible stakeholders.
Support the identification of operational priorities, potential risks, and anticipated supply chain requirements.
Provide accurate and timely information to support decision-making and workload prioritization.
- Cross-Functional Coordination:
Coordinate closely with relevant Supply Chain team members to ensure smooth implementation of activities and continuity between different supply chain functions.
Communicate effectively with Programs, Finance, HR, Administration, and other departments regarding supply chain requirements and priorities.
Participate in relevant meetings and provide updates on pending requests, challenges, timelines, and required actions.
Ensure effective communication between requesting departments, Supply Chain, vendors/service providers, and other relevant stakeholders.
Support the Supply Chain Coordinator in resolving operational issues and improving coordination between departments.
- Documentation and Archiving:
Ensure that supply chain documentation is complete, accurate, properly authorized, and filed according to established procedures.
Maintain standardized electronic and/or physical archiving systems for supply chain documents and records.
Regularly review files to identify missing, incomplete, or inconsistent documentation and take appropriate corrective action.
Ensure documents are easily traceable and accessible for internal reviews, audits, and compliance checks.
Maintain confidentiality and appropriate access controls for sensitive supply chain information.
- Compliance and Quality Assurance
Ensure assigned supply chain activities comply with organizational policies, procedures, donor requirements, and applicable regulations.
Conduct regular spot checks of relevant trackers and files to verify accuracy, completeness, and timely processing.
Identify procedural deviations, documentation gaps, or other compliance concerns and report them to the Supply Chain Coordinator.
Follow up on corrective actions and recommendations resulting from internal reviews or audits.
Promote transparency, accountability, fairness, and segregation of duties throughout supply chain processes.
Support continuous improvement of supply chain tools, workflows, trackers, and documentation practices.
- Reporting and Support:
Prepare regular updates, reports, and analyses as requested by the Supply Chain Coordinator.
Maintain accurate information on ongoing, pending, and completed supply chain activities.
Highlight significant delays, risks, compliance concerns, or operational challenges requiring management attention.
Provide coverage and support for other supply chain functions when operationally required.
Perform other supply chain-related duties assigned by the Supply Chain Coordinator in line with the position level.

QUALIFICATIONS:

Bachelor’s degree in business administration, Supply Chain Management, Logistics, Procurement, Economics, or another relevant field.
Minimum 3 years of relevant professional experience in Supply Chain or related functions, preferably within humanitarian, NGO, or similar operational environments.
Demonstrated experience in handling supply chain processes and documentation at an Officer level.
Experience in tender processes, bid evaluation, or tender facilitation is highly desirable.
Good understanding of supply chain principles, internal controls, compliance requirements, and documentation standards.
Experience using ERP systems or other supply chain management systems is highly preferable.
Strong organizational, follow-up, analytical, and problem-solving skills.
Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
Strong communication and coordination skills with the ability to work effectively with different departments and external stakeholders.
High level of integrity, confidentiality, neutrality, and attention to detail.
Ability to work independently within assigned responsibilities while appropriately escalating matters requiring higher-level decisions.
Language Requirements
Arabic: C2 / Fluent.
English: Minimum B2.
Core Competencies
Supply Chain Operations
Tender Facilitation
Planning and Follow-Up
Vendor and Service Provider Coordination
Documentation and Records Management
Compliance and Internal Controls
Cross-Functional Coordination
Problem Solving and Attention to Detail
Communication and Negotiation
Accountability and Professional Integrity