About this role
The duties and responsibilities of the Support Service Officer include:
General Administration and Office Support - Provide day-to-day administrative support, including correspondence, filing, record keeping, document routing, office supply monitoring, and follow-up of routine support requests.
- Manage assigned petty cash, record expenditures, maintain vouchers and receipts, prepare reconciliations, and submit documentation in accordance with approved procedures and limits.
- Support logistical and administrative arrangements for meetings, trainings, workshops, staff travel, official visits, and other PMO activities. - Maintain orderly, secure, and accessible physical and electronic records for administration, facilities, fleet, travel, procurement coordination, inventory, and other support services.
- Supervise and schedule the Driver and Domestic Casual as assigned, monitor completion of duties, maintain relevant records, and report performance or conduct issues to the Support Service Coordinator.
Facilities, Equipment, Fleet and Information Technology Support - Inspect office and Sun Care clinic regularly and coordinate routine maintenance and repairs for electrical systems, plumbing, air-conditioning, lighting, doors, water systems, and other building services.
- Conduct routine checks and coordinate preventive maintenance for office and Sun Care clinic equipment, generators, battery inverters, safety equipment, and other essential assets.
- Obtain service information and quotations through approved processes, coordinate technicians or service providers, monitor work quality and safety, and maintain service and repair records.
- Coordinate vehicle schedules, trip requests, usage logs, fuel documentation, maintenance, repair follow-up, safety equipment, and driver availability under the direction of the Support Service Coordinator.
- Coordinate travel, transport, accommodation, itineraries, and supporting documentation for authorized PMO travel and official visits.
- Coordinate IT equipment, user access, connectivity, troubleshooting, maintenance, and asset follow-up with the designated IT focal points.
- Promptly report significant facility, equipment, fleet, IT, safety, security, or service-continuity issues and support agreed corrective actions
C. Supply Planning and Procurement Coordination
- Support development and updating of supply plans aligned with approved program workplans, activity schedules, budgets, technical strategies, and delivery timelines.
- Collect and consolidate forecasts and quantification inputs for medicines, diagnostics, medical supplies, equipment, office supplies, and other program commodities in collaboration with technical, program, Finance, and partner teams.
- Consolidate PMO procurement requirements and prepare complete procurement request packages containing specifications, quantities, delivery locations, timelines, budget references, and required approvals for review by the Support Service Coordinator.
- Submit cleared procurement requests to the SCH National Procurement Team and follow up required clarifications, sourcing status, evaluation steps, approvals, contracting, and expected delivery dates.
- Support local and international procurement coordination by tracking supplier production, freight, shipping documents, import permits, customs clearance, delivery, and related dependencies, working through authorized procurement and logistics channels.
- Maintain procurement plans, status trackers, commitment information, supplier correspondence, delivery schedules, and supporting documents and promptly escalate delays or gaps.
- Coordinate receipt and inspection of procured goods and services with authorized technical, procurement, warehouse, and requesting personnel; document quantities, condition, acceptance, and discrepancies.
D. Warehousing, Inventory and Distribution Support
- Maintain or support accurate stock records, stock cards, electronic trackers, batch or lot details, expiry dates, receipt records, issue records, and balance information for assigned commodities and supplies.
- Coordinate with central warehouses, field sites, clinics, mobile teams, and implementing partners on storage capacity, stock availability, replenishment needs, dispatch schedules, transport, and proof of delivery.
- Support periodic physical stock counts and reconciliation of physical balances with stock records; document and promptly report discrepancies, losses, damages, expiries, or suspected diversion.
- Monitor stock levels, consumption rates, months of stock, minimum and maximum levels, pipeline quantities, and expiry risks and provide timely alerts on potential stockouts, overstocks, or wastage.
- Promote First-Expiry-First-Out practices, Good Storage Practices, applicable Good Distribution Practices, product security, cleanliness, pest control, temperature monitoring, and safe handling requirements.
- Prepare and maintain distribution plans, issue and receipt documents, waybills, transfer records, chain-of-custody evidence, and confirmation of delivery to final destinations.
- Maintain quality-assurance and traceability documents, including certificates, inspection or acceptance records, batch information, storage or temperature records where applicable, and product complaints or recall information.
E. Compliance, Risk Management and Reporting
- Carry out all support service and supply chain activities in accordance with SCH policies, donor requirements, national regulations, approved budgets, procurement rules, and applicable health commodity standards.
- Maintain segregation of duties and ensure that requisition, specification, sourcing, evaluation, approval, receipt, inventory custody, payment, and record keeping are assigned and documented appropriately.
- Maintain current supply chain trackers and provide accurate updates for management, donor and grant reporting, M&E review, forecasting, audits, and close-out; promptly escalate material supply, stock, quality, compliance, or integrity risks.
F. Coordination and Capacity Support
- Work closely with the Support Service Coordinator, PMO teams, National Procurement, Finance, Logistics/Warehouse, IT, HR, M&E, implementing partners, suppliers, freight forwarders, clearing agents, technicians, and service providers.
- Communicate documentation requirements, delivery schedules, stock reporting deadlines, outstanding actions, and operational risks clearly and promptly.
- Support orientations and practical guidance for staff and partners on stock records, storage, distribution documentation, reporting tools, equipment care, and approved support service procedures.
- Participate in relevant procurement, logistics, supply chain, operational, partner, and review meetings and maintain clear notes and action follow-up.
- Recommend practical improvements to administrative, maintenance, procurement coordination, inventory, distribution, and reporting processes.
- Perform other relevant duties assigned by the Support Service Coordinator within the position's purpose and level of responsibility.
G. Safeguarding, Conduct and Confidentiality
- Comply with SCH's Code of Conduct, safeguarding requirements, Protection from Sexual Exploitation and Abuse standards, anti-discrimination commitments, and mandatory training requirements at all times.
- Maintain confidentiality and protect personal, commercial, procurement, health, and organizational information from unauthorized access, use, or disclosure.
- Maintain respectful and professional conduct and promptly report safeguarding, ethical, safety, or compliance concerns through established SCH mechanisms.
- Bachelor's degree in Supply Chain Management, Logistics, Pharmacy, Business Administration, Management, Administration, Public Health, or another relevant field.
- Additional training or certification in procurement, logistics, warehousing, inventory management, administration, facilities management, or occupational safety is an advantage.
Experiences
- Minimum two to three years of relevant experience in administration, office support, facilities or fleet coordination, procurement support, logistics, warehousing, inventory, or supply chain management.
- Practical experience preparing procurement documents, tracking purchases and deliveries, maintaining stock records, monitoring expiry dates, coordinating distribution, or supporting audits is required.
- Experience with health commodities, medicines, diagnostics, medical supplies, or equipment in an NGO, health program, development, or humanitarian setting is strongly preferred.
- Experience with international procurement, importation, institutional donor requirements, implementing partners, or complex operating environments is an advantage.
Required Skills and Competencies
- Practical knowledge of office administration, facility and fleet support, procurement cycles, logistics, inventory controls, warehousing, distribution, and document management.
- Ability to prepare accurate procurement packages, stock records, reconciliation schedules, shipment and delivery trackers, and routine supply chain reports.
- Strong organization, attention to detail, numerical accuracy, record keeping, time management, and reliable follow through across multiple priorities.
- Proficiency in Microsoft Office, particularly Excel and Word; familiarity with procurement, inventory, asset, or ERP systems is an advantage.
- Good written and verbal communication skills in Myanmar and working knowledge of English, including communication with internal teams, suppliers, technicians, and partners.
- Demonstrated integrity, accountability, confidentiality, responsiveness, service orientation, adaptability, and ability to work safely under pressure.
Interested applicant, please send Application Letter, Curriculum Vitae (with “Two” referees, including your last employment for reference check) scan or copies of Qualification Documents and National ID as per following “APPLY LINK”, not later than on the evening of 1 October 2026 (Thursday).