Supply Chain CoordinatorSave The Children
Since January 2011, Save the Children International (SCI) has been the co‐Principal Recipient (PR) of three grants under the Global Fund to fight AIDS, TB and Malaria (GFATM) funded program in Myanmar. After successful implementation, Save the Children, under the leadership of the Myanmar Health Sector Coordinating Committee (M‐HSCC) and the National Programs, signed three additional Global Fund Grants under the New Funding Model (NFM) for the period 2018‐2020. Under these grants, Save the Children disburses Global Fund financing to 15 SRs in total covering all 17 states and regions of Myanmar and there are some SRs (sub recipients) will be project close at the end of 2017.
It is important to note that future disbursements by GFATM will be directly linked with programmatic performance by PR and SRs. Therefore, it is crucial to have a good Procurement and Supply Management division in order to keep good track of all administrative and technical PSM components of the PR and SRs activities.
As a consequence and to ensure the use of Supply Chain Management good practices for the GFATM program, SCI is providing a full time Coordinator, Supply Chain for its GFATM Program in Myanmar. This Coordinator (Supply Chain) is expected to have specific responsibilities for the administrative and technical PSM components coordinated under the Programs (HIV, TB and Malaria). However, it is also expected that this person can eventually work in PSM matters related with a component other than the one under her/his responsibility.
SCOPE OF ROLE:
Reports to: Supply Chain Manager
Budget Responsibilities: When delegated
• Regular contact of basic factual information
• Regular contact of detailed explanations of policy, regulations, programs, services and representation of SCI at the local level or with mid-level counterparts
Travel: Minimum (up to 10 days per month)
KEY AREAS OF ACCOUNTABILITY :
In collaboration with Supply Chain Manager, Prepare / upgrade tools to strength PSM activities (LMIS, SOPs & tools to manage PSM activities under GFATM Grant).
• Actively participate to the preparation of the PSM team action plan.
• Continuously monitor change happening in the supply chain (EML, STG …) and integrate/revise SOPs and tools accordingly (i.e.: stock, donation/exchange, expired item, monitoring …) in order to strength management capacity of the PR and SRs.
• Support PSM team upgrading tools and SOPs when needed.
Monitor in-country SR Stock Management and collaborate with other team members to decrease risk within the supply chain of 14 SRs (INGOs)
• Review SRs’ stock reports received and ensure that information reported is accurate.
• Analyze stock report data based on KPI and ensure that feedback has been sent timely to SRs.
• Ensure that consumption data reported is accurate and stable. Monitor with SRs large fluctuation of the consumption to identify risk within the supply chain.
• Assist SRs in the management of their reporting system in improving data collection/reported and their understanding of logistic procedures and reporting requirements
• Do actions to decrease high risk of shortage, overstock and expiry within the supply chain through reallocation of stock / donation / exchange … and monitor with SRs accordingly. Timely report to Supply Chain manager any risk identified in the supply chain that cannot be resolved with donation and exchange among SRs
• Support PSM team reviewing forecasting ensuring that data used by SRs are in line with data reported in the stock report.
Support PSM team in preparing PU/DR report and submitting Price & Quality Report
• Review information received from SRs and maintain adequate filing system of all documents related to SRs’ reporting activities in order to ensure timely submission of PU/DR (among other: Stock report, SRs’ feedback, PR donation approval, donation certificate, disposal certificate …). Timely consolidate data for further submission.
• Review PQR data of item received and manage timely recording and submission to LFA/GFATM review (key items procured by SRs – more than 100 invoices)
• Ensure that information are available and easily accessible in the T-Drive / folder with clear classification.
Ensure that forecasting submitted by the SRs are reasonable, in line with needs, SCI & GFATM policy and requirement as well than budget in order to get timely approval for procurement purpose
• Under supervision of Supply Chain Manager elaborate annual strategy plan and prepare annual action plan for forecasting.
• Organize training, workshops and meetings with SRs to ensure that tools are widely understood and agreed by all partners in order to homogenize quantification method, product list, stock report …
• Review documents submit by the SRs (i.e.: forecasting, stock reports, distribution list, PSM Cost, SRs budget assumption related to PSM activities) and liaise with SCI program/M&E and Finance team and SRs in order to ensure accuracy of information reported and adequacy of forecast assumption in comparison with program needs and budget.
• Support PSM team during forecasting negotiation with LFA and GFATM (send and monitor LFA/GFATM queries with SCI team and SRs, prepare answer to be sent to GFATM …)
• Ensure that documents are achieved and available for audit / GFATM / LFA verifications
Monitor activities related to the management of expired items by SRs
• Coordinate reception of information regarding disposal of expired items and ensure that document are adequately archive (recommendations made by PSM team, disposal method used, disposal certificate, disposal pictures …).
• Review the list of item to be disposed with incinerator by SRs and decide on eligible products to dispose.
• Track supporting documents not yet submitted by SRs and ensure that all information reported are consistent with official certificates (Certificate of donation, Certificate of disposal …). If not, monitor clarification with SRs until getting sufficient information.
Under the direct supervision of the Supply Chain Manager, assess and monitor SR’s Supply Chain Management System and ensure that PSM activities follow Good Storage Practices (GSP) and Good Distribution Practice (GDP):
• Review SR’s PSM Policies and Logistics Information Management Systems (LMIS). Ensure that SR’s storage and distribution policy comply with GSP and GDP.
- Receipt, storage & dispatch
- Distribution & transport
- Management & Coordination
• Work in close collaboration with M&E, Finance and Program team members to ensure that each monitoring visit is adequately prepared and in line with risk analysis identified at each level.
• Conduct warehouse monitoring visits in accordance with PSM unit Standard Operation Procedures and ensure that SR’s Supply Chain Management System / tools applied in Myanmar are able to collect, track and maintain sufficient quality of information allowing good decision making as well as adequate condition of distribution and storage in order to limit risk to have damaged and/or expired products in the supply chain.
• Write monitoring visit report related to each visit timely.
• Prepare had-doc training for the SRs and SSRs based on gaps seeing during the visit.
Interaction with other SCI-GFATM technical areas:
• Actively interact with other SCI PSM procurement colleagues to ensure that good to be supply are in line with implementation of the program
- Support reviewing technical specifications of the goods / catalogue
- Review technical specifications of suppliers’ offer received and ensure that they are in adequacy with requirement.
• Coordinate with the SCI-GFATM Technical team to ensure that PSM technical infrastructure of PR and SRs are in line with the technical guidelines followed under the GFATM project.
• Work with other departments of the SCI office in Myanmar as needed (i.e. Link with the data base officers in order to ensure that the information included in the different databases are accurate and correctly reflect SRs performance).
Child Safeguarding Responsibilities
• Develop and pilot practical day-to-day approaches to increase awareness, commitment and interest in child safeguarding amongst staff members.
QUALIFICATIONS, EXPERIENCE AND SKILLS
• B.Pharm Degree holder or other relevant degree qualifcations in supply chain management
• Minimum Four (4) years’ experience in Supply Chain Management of health and pharmaceutical products
• Experience with PSM related activities; forecasting, stock reporting, monitoring, disposal management
• Excellent Computer skills, specifically with Microsoft Office (Excel, Word, Outlook)
• Burmese language is a must and good working knowledge of English (spoken and written)
• Good analytical skills with the capability to focus in details
• Excellent interpersonal skills communication skills including influencing, negotiation and coaching
• Excellent personal organisational skills, including time management, and ability to meet deadlines and work under pressure
• Willingness to travel to SR warehouses and work in difficult environment according to travel requirements
• Commitment to and understanding of Save the Children’s aims, values and principles
• Working experience with INGO in Myanmar will be more preferrable.
• The capacity and willingness to be flexible and accommodating in difficult, fast-moving and sometimes
insecure working circumstances
• Ability to develop and foster relationships both with SRs, Save the Children and LFA colleagues.
• Ability to think creatively to solve problems and find effective and efficient ways to accomplish goals
• Ability to proactively identify issues and problem solving skills to address these.