Deputy Manager - Supply Chain Management (SCM)

Job Description

Title: Deputy Manager - Supply Chain Management (SCM)

Company Name: UCEP Bangladesh

Vacancy: 01

Job Location: Dhaka

Employment Status: Full-time, Contractual

Educational Requirements:
∎ Master or equivalent degree in any relevant disciple from any recognized university/institute. However, any advanced or professional degree in SCM will be added advantage.

Experience Requirements:
∎ At least 6 year(s)

Job Context:
∎ This position is responsible for overall activities relating to SCM operations of UCEP Bangladesh in line with its values, vision, mission, goals and relevant country laws. S/he will be responsible for developing and managing UCEP Bangladesh annual supply chain management plan in conformity with the budget and the policy guidelines. S/he is expected to supervise the smooth, compliant and timely implementation of SCM processes i.e. planning and control, products/services flow facility structure, information flow facility structure, management methods etc. to ensure timely and cost effective planning, sourcing, delivering, resupplying, storing, disposal etc.
∎ The incumbent will be responsible for embodying the ownership of UCEP Bangladesh policies and procedures related to SCM and will come up with necessary feedbacks for undertaking regular revisions of relevant policies as required and requested to improve their compliance with sound internal control structure and external regulatory frameworks.

Job Responsibilities:
∎ Manage all SCM process in planning, strategic sourcing, sourcing, planning, vendor management, logistics & Distribution.
∎ Take the lead to oversee and implement all SCM process at the field and regional offices i.e. sourcing, planning, vendor management, logistics & distribution, inventory, monitoring & reporting, capacity building etc.
∎ Collect and consolidate Annual Procurement Plan and Quarterly Procurement Requisitions (PRs) received from various corners like Projects, Sections, Departments and Regional Offices:
∎ Initiate necessary preparations to develop aggregate Procurement Calendar covering UCEP Bangladesh and its entities.
∎ Supervise the consolidation process of the collected information and PRs to develop annual procurement plan and quarterly requirements.
∎ Contact with projects/departments/regional offices' focal persons/heads for additional clarifications/justifications on the planned items on their procurement plan and PRs as required.
∎ Ensure that the procurement plan and submitted PRs are matching with the total procurement budget and operational requirements.
∎ Seek timely approvals for all local procurements for field offices as determined from the HO's procurement plan.
∎ Implementation of the timely and cost effective purchases and its delivery as per the quarterly PRs:
∎ Ensure preparing a plan for issuing Request for Quotation (RfQ) based on the consolidated Quarterly PRs so that the requested purchases are completed in a timely manner.
∎ Supervise the tender and quotation requests for all planned procurement to ensure that all offers are collected correctly from enlisted vendors.
∎ Confirm that all the quotations are properly evaluated to confirm fairness, impartiality and equality to all bidders.
∎ Assist to initiate and organize the review sessions by relevant bodies like technical committees, procurement committees etc. by preparing necessary papers and communicating with the vendors/suppliers etc.
∎ Review all Work Orders (WOs) before approval to ensure their due compliance with UCEP procurement policies.
∎ Seek approvals in necessary cases like deviations so that the entire process does not face any regulatory deficiency.
∎ Be in touch with relevant departments/regions e.g. administration and coordinate with them for the proper execution of the Purchase Orders (POs) until the ordered goods/services are received by the requester of project/department.
∎ Ensure with administration department that they are forwarding all the billing/invoicing or required documents within the stipulated time.
∎ Ensure that the purchased goods are delivered in a timely fashion and specified quality/quantity.
∎ Arrange to prepare and distribute the monthly and quarterly status report on the PR implementation status among all the project/department heads including the ROs.
∎ Enlistment and supervision of vendors:
∎ Take appropriate and timely measure to enlist new vendors and renewal of the old vendors' list on a regular basis.
∎ Lead the Vendor Enlistment Committee for evaluation and finalization of the enlistment applications.
∎ Take up the yearly enlistment of the suppliers through press notice for products/service wise suppliers.
∎ Ensure the participation of all members, vendors in different sessions like meetings, presentations etc. and maintain the proper documentation of those for bill processing, audit handling etc.
∎ Assist the Evaluation Committee regarding data entry and compilation of the applications and placing the evaluation sheets as required and requested like to the Procurement Committee for group wise selection.
∎ Conduct necessary correspondence with Enlisted/Non-Enlisted vendors regarding enlistment
∎ Keep track records of the vendor's performance
∎ Ensure group wise input of the Vendor List in the computer software (ERP) Program
∎ Assist Regional Offices for enlisting new vendors and renewal of existing vendor as required
∎ Arrange checking the address of the enlisted vendors to confirm their location and existence as per manual
∎ Arrange vendor training on compliance issues like safety & security from time to time as required.
∎ Assist and support all the Regional Offices (RO) in developing the long and short terms contract/Preferred vendor cum well reputed vendors lists.
∎ Provide adequate guidance through RO visit or over telephone and e-mail.
∎ Manage the supplier base, pre-qualification criteria and selection process.
∎ Identify and pre-qualify supply alternatives.
∎ Look after the existing contracts and keep track for their updates/ renewals/ new contracting as deemed suitable.
∎ Review all contracts related to SCM/as assigned before sending those to the competent authority for approval and assist in drafting the provisions in the light of previous experiences and contemporary practices.
∎ Handle audit and implementation and compliance with all audit recommendation:
∎ Review the audit report thoroughly and address the observations/recommendations/findings relating to SCM in a timely manner.
∎ Prepare comments on audit reports in consultation with supervisor/appropriate individuals.
∎ Extend necessary support and cooperation to internal or external audit teams.
∎ Preserve the audit reports and documents carefully for ready reference.
∎ Identify and implement cost savings opportunities for existing large and/or key contracts.
∎ Accomplish a gradual reduction of overall supply chain spending for supplier products and services.
∎ Implement effective Supply Chain Management process for non-critical items.
∎ Vetting all bill vouchers, preparing financial forecasts etc.
∎ Develop and maintain overall supplier quality management process, including policies, standards, measures and guidelines and manage corporate adherence to supplier management process.
∎ Conduct routine inventory inspection and submit report in a timely manner.
∎ Track and analyze Supply Chain performance against established target levels (KPIs).
∎ Maintain strict confidentiality of information, documents and other internal and external communications.
∎ Promote and contribute to ongoing efforts towards gender equity & equality, child/staff protection & safeguard, inclusiveness, accessibility and discrimination free environment in the workplace and operations/activities/plans. In applicable cases, ensure that necessary budget allocations are there and in KPIs these issues are reflected regarding employees under supervision.
∎ Assist in human resources management and development issues like staff supervision, recruitment, performance management, training & development etc.
∎ To maintain strict confidentiality of information, documents and other internal and external communications.
∎ To carry out any other relevant tasks assigned by the authority as and when necessary.

Additional Requirements:
∎ Age at most 40 years
∎ Both males and females are allowed to apply
∎ 6 years of relevant professional experience in the field of SCM, of which at least 2 years at mid-level managerial role in a large organization.
∎ Excellent fluency both in Bangla and English.
∎ Excellent computer operating skills, including MS Office packages, latest related software and tools.
∎ Self-motivated, adaptable, team player and passion for social development works.
∎ Ability and willingness to make extensive travel.
∎ Excellent negotiation and analytical skills.
∎ Age limit for the applicant would be 40 years. Management has the right to make exceptions based on qualifications.

Salary: Negotiable

Application Deadline: September 15, 2019

Company Information:
∎ UCEP Bangladesh
∎ Address : Plot No 2 & 3, Mirpur-2, Dhaka - 1216
∎ Business : UCEP Bangladesh is a non-profit and non-government organization working with the motto “help to learn, skills to earn”! It serves children and youth and its programme includes second chance education, Technical Vocational Education and Training (TVET), support for job placement and advocacy for ensuring increased employability and Decent Work. UCEP Bangladesh has special focus on inclusion therefore, gives priority to the underprivileged. At present, UCEP Bangladesh works in 10 districts of the country. To learn more, please visit www.ucepbd.org.

Category: Commercial/Supply Chain