Supply Chain and Operations Officer
Job Profile
Under the direct supervision of the Supply Chain and Operations Coordinator, the Supply Chain and Operations Officer is responsible for providing day-to-day supply chain, procurement, logistics, and operational support to Relief International's Country Office and field operations.
The post-holder will facilitate and monitor sourcing and procurement activities, asset and inventory management, travel arrangements, fleet operations, and the movement and distribution of goods and supplies. The role ensures that assigned activities are implemented efficiently, cost-effectively, and in compliance with Relief International's policies and procedures, donor requirements, and applicable Philippine laws and regulations.
The Officer is expected to maintain accurate operational records, coordinate with internal and external stakeholders, monitor assigned requests, and proactively identify and escalate operational issues to the Supply Chain and Operations Coordinator.
Key Responsibilities
A. Sourcing and Procurement
- Process and facilitate procurement requests from projects and support units in accordance with RI procurement policies, procedures, donor requirements, and established authorization matrix/approval authorities.
- Conduct market research, canvassing, and supplier sourcing to identify suitable vendors, assess product and service availability, and obtain competitive quotations.
- Prepare and facilitate Requests for Quotations (RFQs), Invitations to Bid, and other procurement-related documents, as applicable.
- Coordinate with requesting units to clarify specifications, quantities, technical requirements, delivery schedules, and other procurement needs.
- Prepare and process procurement documentation, including Purchase Requests (PRs), Purchase Orders (POs), quotation summaries, bid analysis documents, and other supporting records.
- Support procurement evaluations and ensure that supplier selection processes are transparent, competitive, and properly documented.
- Coordinate with suppliers and service providers regarding quotations, order confirmations, delivery schedules, product specifications, and other contractual requirements.
- Monitor procurement requests from initiation through sourcing, approval, purchase order issuance, delivery, inspection, and payment processing.
- Verify the completeness of supplier invoices, delivery receipts, inspection and acceptance reports, and other supporting documents before coordinating their submission to Finance for payment processing.
- Follow up with Finance on supplier payment status, as necessary, and coordinate with suppliers to resolve payment-related discrepancies.
- Maintain and regularly update the procurement tracker, ensuring accurate information on procurement status, timelines, pending actions, and delivery schedules.
- Maintain an updated supplier database and support the collection of supplier performance feedback and documentation.
- Ensure that procurement files are complete, properly organized, and readily accessible for audits, donor reviews, and internal compliance checks.
B. Asset Management, Storage and Inventory
- Ensure that all newly purchased or acquired assets are promptly recorded in the centralized Asset tracker upon receipt, with complete details including asset description, acquisition date,cost,funding,source/project,asset tag number
- Maintain and regularly update the centralized asset register, inventory records, and stock monitoring systems covering RI Country Office and field operations.
- Ensure that all applicable assets are properly recorded, tagged with unique RI asset identification numbers, and assigned to the appropriate office, project, or designated staff member.
- Facilitate the issuance, transfer, return, and reassignment of assets and equipment, ensuring that the necessary documentation is completed and updated.
- Ensure all Asset Assignment Forms for issued and returned assets and equipment are properly filed and maintained in both hard-copy and scanned.
- Ensure all assets temporarily borrowed for trainings and other activities are recorded through logbook, including their return.
- Monitor the condition, location, utilization, and accountability of RI assets and equipment, and promptly report any loss, damage, or discrepancies to the Supply Chain and Operations Coordinator.
- Support periodic physical verification and reconciliation of assets and inventory, including the preparation of asset verification reports and follow-up on identified discrepancies.
- Monitor office and project supplies, consumables, and warehouse stocks to ensure appropriate stock levels and timely replenishment.
- Ensure that supplies and equipment received are properly inspected, recorded, labeled, and stored in designated storage areas.
- Maintain appropriate storage arrangements, ensuring that supplies are organized, secure, accessible, and protected from damage, deterioration, or loss.
- Maintain accurate stock cards, Goods Received Notes (GRNs), Stock Release Forms, and other relevant inventory documentation.
- Facilitate the documentation of asset transfers and disposals in accordance with RI policies and applicable donor requirements, subject to the appropriate approvals.
- Assist in preparing periodic asset and inventory reports, including donor-specific asset reports and reports required by RI's Regional Support Office (RSO).
- Coordinate with relevant project teams and support units to ensure proper utilization, accountability, and timely reporting of project-funded assets and supplies.
C. Travel Management
- Coordinate and facilitate domestic and international travel arrangements for RI staff, consultants, visitors, and other authorized personnel, in accordance with RI's Travel Policy and applicable approval procedures.
- Arrange flight bookings, hotel accommodations, ground transportation, and other travel-related services, ensuring cost efficiency and compliance with approved travel requests.
- Process travel requests and coordinate the preparation of Travel Authorizations and other required supporting documentation.
- Coordinate with travel agencies, airlines, hotels, and transportation providers to secure appropriate arrangements and address booking changes or cancellations.
- Ensure that travelers receive relevant travel itineraries, booking confirmations, and other necessary travel information in a timely manner.
- Coordinate with the Security Unit regarding travel clearances, security assessments, movement requirements, and other security-related considerations for official travel, particularly to conflict-affected and high-risk locations.
- Monitor travel arrangements and provide timely updates to travelers and requesting units regarding changes, delays, or other travel-related concerns.
- Assist in monitoring travel-related expenses and ensure that relevant supporting documents are properly maintained for payment and liquidation purposes.
- Maintain an updated travel booking and monitoring record, including travel dates, destinations, costs, and relevant approval references.
D. Fleet Management and Transport
- Coordinate the day-to-day utilization and allocation of RI vehicles to support approved programmatic and operational requirements.
- Maintain and regularly update vehicle logbooks/trip tickets, fuel consumption records, vehicle assignment records, and other fleet documentation.
- Monitor vehicle maintenance schedules, registration, insurance, roadworthiness, and other statutory requirements to ensure that vehicles remain safe and operational.
- Coordinate preventive maintenance, repairs, servicing, and vehicle inspections with authorized service providers.
- Monitor fuel consumption, vehicle mileage, maintenance costs, and other fleet-related expenses, and flag unusual consumption patterns or discrepancies for review.
- Coordinate with drivers and relevant staff to ensure the timely availability of vehicles for approved field movements, deliveries, and other official activities.
- Ensure that vehicle documentation, including registration, insurance, and other required permits, is valid and updated.
- Coordinate with the Security Unit to ensure that vehicle movements and transport arrangements comply with applicable security protocols and movement procedures.
- Support the implementation of RI vehicle safety requirements, including the proper use of seatbelts, vehicle inspections, safe driving practices, and incident reporting.
- Report vehicle accidents, breakdowns, damages, and other fleet-related incidents promptly to the Supply Chain and Operations Coordinator and relevant units.
- Coordinate with drivers to ensure that vehicle logbooks and other required records are completed accurately and submitted on time.
- Assist in preparing periodic fleet utilization and performance reports, including fuel consumption, maintenance, vehicle availability, and associated operational costs.
E. Logistics and Operational Coordination
- Coordinate the movement, transportation, delivery, and distribution of goods, equipment, and supplies to RI field offices, project sites, and implementing partners.
- Support the coordination of inbound and outbound shipments, including engagement with freight forwarders, cargo handlers, customs brokers, and other logistics service providers.
- Monitor the delivery and receipt of procured goods and supplies, ensuring that quantities, specifications, and conditions conform to approved purchase orders and delivery requirements.
- Coordinate with project teams and field offices to ensure that logistics arrangements are aligned with implementation schedules and operational requirements.
- Monitor the availability and timely delivery of essential supplies and equipment required for project implementation and field operations.
- Coordinate with relevant service providers to address logistics-related issues, including shipment delays, delivery discrepancies, damaged goods, and...