Supply Chain Coordinator, Jinja job at Water Mission

Who is Water Mission?

Water Mission is a nonprofit Christian engineering organization that designs, builds, and implements safe water, sanitation, and hygiene (WASH) solutions for people in developing countries and disaster areas. Guided by love, excellence, and integrity, we are driven to share clean, safe water and God’s love with all. To date, we have served more than 8 million people in 59 countries. Working at Water Mission is as much a calling as a career, and we are searching for people with courage, passion, and drive to help us change the world. Read more about our Statement of Faith and Christian Mission.

Position Summary

Under the supervision of the Finance Manager the Supply Chain Coordinator will be based in Jinja Office. The role is responsible for maintaining an efficient and reliable supply chain while adhering to procurement policies and procedures. It will entail sourcing, purchasing, coordinating transportation, imports or exports, logistics, and Inventory Management. It will also be responsible for overseeing and managing the procurement, logistics, and inventory functions of the organization.

As an employee in Water Mission, the Supply Chain Coordinator is responsible for developing a biblical worldview culture that leads to God-honoring excellence in all work and commits to providing the following: accurate data, developing the skills and mindset needed to acknowledge mistakes or problems as opportunities to find appropriate solutions and work consistently for excellence in solutions that are consistent with Water Mission’s mission, vision, values, and standards.

The Supply Chain Coordinator will: -

General Responsibilities:

• Maintain a strong Christian witness and model servant leadership to colleagues, partners, the communities we serve, and the public.

Other responsibilities

Procurement

1. Implement established procurement policies and procedures in alignment with organizational goals and approved budget.
2. Collaborate with internal stakeholders to identify procurement needs, specifications and develop procurement plans.
3. Identify reliable suppliers, negotiate contracts, and establish favorable terms and conditions.
4. Conduct market research to stay updated on industry trends, prices, and supplier performance.
5. Evaluate supplier performance and implement measures for continuous improvement.
6. Conduct supplier assessments and manage the supplier pre-qualification process.
7. Collaborate with suppliers to identify cost-saving opportunities, value-added services, and process improvements.
8. Develop detailed tender specifications and performance standards to facilitate procurement process for country program.
9. Provide oversight to sourcing in support of project activities and conduct training on procurement on need basis to other staff.
10. Ensures project procurements are conducted within the stipulated timelines (timely project procurements).

Logistics

1. Coordinate the transportation, shipment, and delivery of goods to meet operational requirements.
2. Draft service contracts with transportation company whenever needed.
3. Manage import/export processes, including customs clearance and documentation.
4. Liaise with shipping and freight forwarding companies to optimize logistics operations.
5. Maintain accurate records of transportation and logistics activities.
6. Supervise the vehicle maintenance and maintain the organization’s assets.

Inventory Management

1. Understand and familiarize yourself with Netsuite inventory management systems.
2. Monitor inventory levels, forecast demand, and identify stock replenishment requirements.
3. Ensure there is a regular stock counts and reconcile any discrepancies.
4. Ensure proper security of the warehouses by keeping warehouse keys in safe custody.
5. In charge of receipts, storage, and issuance of items/commodities as per Standard Operating Procedures.
6. Coordinate with suppliers to ensure timely delivery and manage stock levels effectively.

Documentation and Reporting

1. Prepare and maintain accurate procurement documentation ensuring a clear, well-structured workflow for all documents, with proper tracking, filing, and record-keeping in line with organizational procedures.
2. Analyze data and provide insights to support decision-making processes, especially during procurement or disposal committee meetings.
3. Prepare and provide timely procurement committee minutes.
4. Ensure compliance with procurement policies, procedures, Water Mission Values, ethical standards, and relevant legal and regulatory requirements.
5. Support internal and external audits/assessments related to procurement activities.
6. Any other tasks as assigned by the supervisor.

What is required?

• Alignment with Water Mission’s Statement of Faith and core values of Love, Excellence, and Integrity.
• Impeccable level of integrity in handling funds in an accountable and transparent manner.
• A university degree in procurement is required. Professional qualification in the same field is a requirement.
• At least four years of experience in a procurement-related field.
• Excellent written and verbal communication skills, including articulating ideas and feedback constructively.
• Advanced skills with MS Office suite (Word, Excel, Outlook, and SharePoint) and familiarity with procurement systems.
• Understanding the principles of adequate documentation and audit and the procedures necessary to ensure audit compliance.
• Excellent analytical skills.
• Personal and growing relationship with Jesus Christ.
• Excellent project management skills.
• Excellent relationship and conflict resolution skills.
• Qualified Jinja candidates are encouraged to apply
• Ability to work both independently and collaboratively with a team.
• Zero tolerance towards corruption, encompassing all forms of conflicts of interest, bribery, fraud, and any other manifestations of corrupt behavior.

• Maintain a strong Christian witness and model servant leadership to colleagues, partners, the communities we serve, and the public.
• Implement established procurement policies and procedures in alignment with organizational goals and approved budget.
• Collaborate with internal stakeholders to identify procurement needs, specifications and develop procurement plans.
• Identify reliable suppliers, negotiate contracts, and establish favorable terms and conditions.
• Conduct market research to stay updated on industry trends, prices, and supplier performance.
• Evaluate supplier performance and implement measures for continuous improvement.
• Conduct supplier assessments and manage the supplier pre-qualification process.
• Collaborate with suppliers to identify cost-saving opportunities, value-added services, and process improvements.
• Develop detailed tender specifications and performance standards to facilitate procurement process for country program.
• Provide oversight to sourcing in support of project activities and conduct training on procurement on need basis to other staff.
• Ensures project procurements are conducted within the stipulated timelines (timely project procurements).
• Coordinate the transportation, shipment, and delivery of goods to meet operational requirements.
• Draft service contracts with transportation company whenever needed.
• Manage import/export processes, including customs clearance and documentation.
• Liaise with shipping and freight forwarding companies to optimize logistics operations.
• Maintain accurate records of transportation and logistics activities.
• Supervise the vehicle maintenance and maintain the organization’s assets.
• Understand and familiarize yourself with Netsuite inventory management systems.
• Monitor inventory levels, forecast demand, and identify stock replenishment requirements.
• Ensure there is a regular stock counts and reconcile any discrepancies.
• Ensure proper security of the warehouses by keeping warehouse keys in safe custody.
• In charge of receipts, storage, and issuance of items/commodities as per Standard Operating Procedures.
• Coordinate with suppliers to ensure timely delivery and manage stock levels effectively.
• Prepare and maintain accurate procurement documentation ensuring a clear, well-structured workflow for all documents, with proper tracking, filing, and record-keeping in line with organizational procedures.
• Analyze data and provide insights to support decision-making processes, especially during procurement or disposal committee meetings.
• Prepare and provide timely procurement committee minutes.
• Ensure compliance with procurement policies, procedures, Water Mission Values, ethical standards, and relevant legal and regulatory requirements.
• Support internal and external audits/assessments related to procurement activities.
• Any other tasks as assigned by the supervisor.

• Excellent written and verbal communication skills, including articulating ideas and feedback constructively.
• Advanced skills with MS Office suite (Word, Excel, Outlook, and SharePoint) and familiarity with procurement systems.
• Excellent analytical skills.
• Excellent project management skills.
• Excellent relationship and conflict resolution skills.
• Ability to work both independently and collaboratively with a team.

• Alignment with Water Mission’s Statement of Faith and core values of Love, Excellence, and Integrity.
• Impeccable level of integrity in handling funds in an accountable and transparent manner.
• A university degree in procurement is required. Professional qualification in the same field is a requirement.
• Understanding the principles of adequate documentation and audit and the procedures necessary to ensure audit compliance.
• Personal and growing relationship with Jesus Christ.
• Zero tolerance towards corruption, encompassing all forms of conflicts of interest, bribery, fraud, and any other manifestations of corrupt behavior.