Temp: SCM Coordinator at The National Film and Video Foundation (NFVF)

Qualifications & Experience:

• Degree/Diploma in Supply Chain Management/Logistics/Finance
• 1-2 years relevant working experience
• Experience of working on SAGE Evolution would be advantageous 

Key Responsibilities:

Committee Administration:

• Undertake administrative tasks related to bid specifications, bid evaluations and bid adjudication
• Drafting letters to appoint committee members for CEO approval and signature
• Send out committee appointment letters and receive acceptance letters from appointed members
• Send out meeting dates for each committee
• Keep SCM Manager informed of the non-availability of committee members
• Collate and send all relevant documentation for each meetings including draft terms of reference or committee reports
• Preparation of meeting governance documents such as attendance registers and ensure completion by all attendees
• Book boardroom and make logistical arrangements for the meetings
• Ensure recording of proceedings
• Draft minutes from notes taken and/or from meeting recordings
• Send draft minutes to meeting chairperson for approval
• Send final minutes to all committee members once approved
• File all documentation electronically and in hard copies per meeting for record keeping and audit purposes

Filing:

• Maintain departmental filing system
• Ensure all proceedings relating to record-keeping are followed – both electronic and physical
• Track holding times and identify when documents can move to off-site storage

General Administration:

• Respond to administration and process related SCM queries
• Receive purchase requisitions and allocate unique number to each
• Generate PO, Match purchase orders to goods received notes
• Schedule meetings and prepare documentation for quarterly supplier performance evaluations with contracted service providers
• Take minutes at supplier performance evaluations
• Draft minutes for approval
• Send out and file approved minutes
• Keep record of deviations in the department
• Management of SCM supplier database