Title: Supply Chain and Operations Officer

Location: Cotabato City, Philippines

Job Family and Level: P4, Professional – Supply Chain and Procurement

Pre hire checks: This role is classified as requiring standard pre-employment checks / enhanced due diligence

Important Note:
This recruitment is part of a pre-positioning effort. Submission of an application and participation in the selection process do not guarantee engagement. Any engagement will be contingent upon project activation, funding availability, and final approval.

1. Scope

Responsibility: Country level

Department: Operations

Reporting to: Supply Chain and Operations Coordinator

Direct reports: None

Budget responsibility: None

Relationship management: Internal stakeholders (Country and Desk programs and support colleagues); External stakeholders (local partners, government agencies, local government units, clusters, other NGOs)

2. Context

Relief International (RI) is an international non-profit organization that partners with communities impacted by conflict, climate change and disaster to save lives, build greater resilience and promote long-term health and wellbeing.

Our team of more than 7,000 staff and local volunteers work in 15 countries across Africa, Asia, and the Middle East, providing Health and Nutrition, WASH (Water, Sanitation, and Hygiene), Education and Livelihoods programming that creates the foundation for community resilience.

We do this by working with local actors to develop safe and inclusive local programming that is evidence based, conflict sensitive, climate smart, and reaches those in need.

Relief International is an alliance of four organizations with one shared mission, comprised of Relief International, Inc., Relief International-France, Relief International-UK and Relief International-Europe, which operate under a one-team concept under a single senior leadership team.

3. Job Profile

Under the direct supervision of the head of Supply Chain and Operations Coordinator, the Supply Chain and Operations Officer is responsible for providing crucial support to Relief International’s day-to-day operations. The post-holder will ensure compliance with RI’s policies and procedures as to admin, procurement, and fleet.

Key Responsibilities

Compliance

• Ensure compliance with RI policies and procedures, donor regulations and local laws.
• Ensure all operational activities (assets, inventory, fleet, administration) are conducted in line with RI and donor compliance requirements.
• Support procurement processes by ensuring proper documentation, coordination, and compliance with procedures, when requested

Purchasing

• Handle the procurement and purchase of supplies as requested by any of the projects as assigned by SCO Coordinator.
• Support in the accurate and timely updating of the procurement tracker.
• Assist with local market surveys; gain knowledge and understanding of the availability of supplies and services and the price of local items.
• Engage with requesters and colleagues on their procurement needs; ensure timely and regular communications are provided on the progress or delays related to requests as delegated
• Update the procurement tracker regularly
• Ensure proper filing and completeness of procurement documentation for activities supported.
• Update procurement tracker for assigned actions and ensure information accuracy.
• Contribute to reporting on procurement activities supported, as required.

Asset Management

• Handle the inventory of all RI equipment and supplies.
• Maintains the Asset Log
• Assist in the preparation of monthly reports to be submitted to RSO
• The Supply Chain Coordinator is responsible for the maintenance, safe keeping and record for all RI country program assets and equipment.
• Ensure a centralized asset register is maintained; ensure that 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.
• Ensure assets and property are effectively managed, asset list is updated regularly, and assets are disposed of according to RI and/or donor regulations. Ensure annual (or biannual) asset checks are completed; damage and losses are reported immediately.
• Ensure donor reports for assets are timely completed and submitted to the Finance/Program and other departments as appropriate. Ensure appropriate and timely disposal of assets as necessary according to donor standards and regulations.

Transport and Fleet

• Ensure management of vehicle fleets is in line with RI standards; ensure that appropriate allocation and safe use of vehicles is achieved throughout the program and ensure servicing and maintenance schedules are adhered to.
• Ensure transport services are cost-efficient and reliable. Ensure the efficient coordination of timely delivery of supplies to projects.
• Coordinate with Security Department regarding safety & security presence, and their functionality.
• Manage the vehicle tracking system of Relief International.
• Coordinate with Security Officer to ensure drivers are appropriately trained/updated on security procedures.
• Ensure all vehicles are up-to-date with registration/plates.
• Prepare regular fleet reports including usage, fuel consumption, maintenance, and cost analysis.
• Maintain accurate fleet documentation including logbooks, service records, and tracking systems.

Logistics

• Assist with engagement with freight forwarding agencies, freight handling/clearance agents, and local Customs, to ensure that cargo is managed at all points of the supply chain.
• Provide logistical support to distribute and deliver goods to RI’s partner and/or implementation sites as needed.
• Ensure staff follow the RI Travel Policy and ensure Operations staff support staff travel as required

Record Keeping and Others

• Assist with maintaining accurate filing systems, with documented and supported records of actions for audit purposes.

Behavior and Conduct

• Will ensure the highest standards of behavior inside and outside of work promotes the values in RI’s code of conduct and safeguarding policies
• Will be a model for ethical conduct standards for other team members
• Will ensure own actions and the actions of the teams members they manage do not impact the safety of the RI team and the vulnerable communities we serve
• Will ensure external stakeholders are aware of RI conduct and reporting mechanisms
• Report any concerns

4. Person Specification

This position demands a dynamic individual with a demonstrated ability to achieve results in a demanding and fast-paced environment.

• Bachelor’s degree in a relevant field, or commensurate work experience
• With at least professional experience in administrative and operational roles, logistics, and procurement, within the context of a humanitarian organization in the Philippines.
• Preferably with experience working in INGOs
• Good analytical and problem-solving skills
• Must be detail oriented and highly organized
• Excellent interpersonal and communication skills required, with time management skills
• Must be capable of working both individually and as part of a team;
• Ability to work effectively in a fast-paced, stressful environment.
• Must be flexible, and willing to perform other duties on short notice
• Willingness to travel to conflict and disaster-prone locations in the Philippines
• Cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures.

Personal Attributes

• Commitment to humanitarian values and accountability to affected populations.
• Strong leadership and team management capabilities.
• Cultural sensitivity and ability to work in diverse environments.
• High level of integrity, professionalism, and adaptability.

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