Supply Officer

The Supply Officer is the Head of the Supply Department responsible for the day to day Supply operations onboard all classes of MSC Government Operated (GOGO) vessels and/or hybrid-manned vessels LCC/AS/T-ESB class). The Supply Officer reports directly to the Master, CIVMAR OIC or Commanding Officer (CO).
The Supply Officer is knowledgeable in administration, a variety of automated systems and logistics websites, communication, configuration and logistics data management, department head responsibilities and personnel management, financial management, and oversight of large scale CLF load management Concept of Operations (CONOPS) and fleet operating procedures worldwide. The Supply Officer’s duties include oversight of food service (FS), Branch Exchange Location Operations (ELO)(where applicable). The Supply Officer is responsible for the management of: Hazardous Material (HAZMAT) program, port visit execution, supply support requirements for ship’s operation, requests for repair, and other duties, as assigned.
The Supply Officer is responsible for communicating effectively with all levels of civilian and military management personnel afloat and ashore on a variety of Supply/Logistics related issues and personnel issues. The Supply Officer is responsible for reviewing scheduled operational events in accordance with (IAW) the Operations Schedule (OPSKED). Duties are inclusive of the following:

Administration Monitors and maintains legacy and current files, records, directives, Standard Operating Procedures (SOPs), correspondence, and reports for all types of material. Ensures all applicable files for requisitioning, purchase, receipt, stowage, and disposition are properly maintained.

Automated Systems Responsible for gaining or ensuring access, proper use, training, and administration of supply automated programs. Ability to read, understand, and process all daily (automated) reports produced by Shipboard Configuration & Logistics Information Program (ShipCLIP).

Systems include, but are not limited to, ShipCLIP, ShipCLIP Combat Logistics Force (CLF) module, Food Service Management (FSM) Module, and ShipCLIP Commodities Module. Additionally, Department Head Afloat Management System (DHAMS), Electronic Retrograde Management System/Navy In-transit Accountability (eRMS/NITA), FedMall, FORMS, GSA Advantage, Hazardous Materials Information Resource System (HMIRS), Hazardous Inventory Control System – Windows based (HICSWIN), NAVSUP’s Husbanding Support Portal(HSPortal), Integrated Supply Information System (ISIS), LogiQuest database, Navy Logistics Library (NLL), OneTouch, Relational-Supply (R-Supply)(limited use on AS class), and Shipboard Automated Maintenance Management (SAMM) system.

Communication The Supply Officer is responsible for communicating effectively, both orally and in writing, with all levels of civilian and military management personnel afloat and ashore on a variety of Supply/Logistics related issues and personnel issues. Must be prepared and able to brief shipboard management team and Type Commander (TYCOM) on supply related issues. Responsible for establishing contact with various Combat Logistics Officer (CLO) networks at CTF -33/53/63/73/83 and MSC’s N46 Global Stock Control (GSC) network.

Configuration and Logistics Data Management Knowledgeable of configuration accounting and logistics data management processes. Conducts configuration validations; processes and updates Allowance Change Requests (ACRs), Fleet COSAL Feedback Reports (FCFBRs) and Configuration Change Reports (CCRs); and conducts ShipCLIP training. Monitors supply effectiveness and takes actions to investigate non-supported and poorly supported equipment ensuring that additions, deletions, and modifications of equipment are properly documented and reported. In conjunction with engineering department, identifies and maintains reporting on all known equipment defects and/or peculiarities under the Supply Department’s cognizance. Ensures that logistical support, including repair parts, tools, test equipment and technical manuals are obtained for all new or modified equipment or equipment obtained through micro purchases. During overhauls, with an onsite logistics representative, coordinates with Logistics Type Desk/Services Contractor to ensure that ship configuration logistics support is obtained for all newly installed or modified equipment prior to end of overhaul. Working knowledge of Shipboard Automated Maintenance (SAMM) system to review Voyage Repair Request (VRRs) and work requests. Onboard CLF ships, validates that ShipCLIP and CLF Module Administration and User Guides are available. Validates that ShipCLIP CLF Module Business Continuity Plan (BCP) is readily available, CARGO commodity Basic Material File daily saves are stored on application, and database server recent hardback copy of CARGO inventory is available. Maintains administrative rights for ShipCLIP access.

Department Head and Personnel Management Assigns, oversees, supervises, and monitors day to day supply operations of the Junior Supply Officer(s) and other supply personnel.

Coordinates the Food Service functions with the Chief Steward/Steward Cook. Ensures personnel are properly trained through on-the job training (OJT) to perform duties assigned, clean and neat in appearance, attentive and polite in the performance of their duties, and that prescribed work clothes are worn, IAW Civilian Mariner Personnel Instruction (CMPI), while on duty.

As Department Head, responsible for initiating training, cross-training, and effective use of Supply Personnel. Must have a thorough knowledge of CMPI, Department Head Afloat Management System (DHAMS), Equal Employment Opportunity (EEO) instructions and payroll guidelines. Prepares and submits Mariner Advancement Program (MAP) evaluations and/or recommendations regarding assignments of Supply Department personnel to the Master/OIC, as required. Participates in the incentive awards program recognizing outstanding department personnel. Counsels all personnel assigned on advancement opportunities or notices to improve. Institutes proper measures to minimize breaches of discipline and initiates and/or recommends disciplinary action after investigation. Effectively manages supply department time sheets and overtime assignments.

Responsible for supply spaces’ key control program and safeguarding of passwords, and access codes. Ensures gains or has all accesses.

Equal Employment Opportunity (EEO) Ensures continuing application of and compliance with EEO laws, regulations, and policies. Carries out EEO policies and communicates support of these policies to subordinates.

Financial Management Ensures monthly Financial Improvement and Audit Readiness (FIAR) inventories are being conducted using Global Stock Control (GSC) guidance, submitted to GSC or other applicable entities, and audit file retained onboard. Ensures all GSC correspondence files containing most up-to-date CLF Flashes, external memos, and other GSC guidance are onboard.

Onboard CLF ships maintains custody of CARGO [Defense Working Capital Fund (DWCF)] Fuel accounts and FIAR 100% inventory reconciliation and End of Month (EOM) reporting IAW latest Type Commander (TYCOM) or higher authority, guidance, policy, and procedures.

Manages the material support operations to include procurement, receipt, storage, Quality Assurance (QA), and expenditure procedures for all types of material [BP-28 Material, Aviation and Depot Level Repairables (AVDLRs/DLRs), End-Use, Pack-up kits, Sensitive Items, Mail, Fleet Freight, Personal Effects, and Classified Material]. This includes proper material identification, handling, inventory management, expenditures, surveys, warehousing, packaging, documentation, and transportation. Establishes and maintains CLF and end-use with PM guidance/approval. Manages ship’s OPTAR and ensures that all grants, budgets, transmittals, and reports are properly maintained and reported to higher authority as required by MSC. Ability to maintain expenditure log for AVDLRs. Knowledge of and maintains helicopter detachment’s OPTAR to include all requisitions, receipts, adjustments, cancellations, and EOM reporting. Responsible for proper financial management of Government Commercial Purchase Cards (GCPC) procurement.

Procures all shipboard requirements using Government/commercial sources, Defense Logistics Agency (DLA) Disposition Services, Reusable Residual Asset Management System (RRAMS), and all DOD, DLA, and GSA agencies. Ensures proper material identification for both Government/commercial items using management data lists, allowance lists, load lists, technical manuals, parts list, NLL, Master Index of APLs/AELs (MIAPL), LogiQuest, and commercial off the shelf technical research systems. Sets schedules, conducts inventories, location audits, and maintains inventory stocking levels IAW COMSCINST 4000.2 (series), Quality Management System (QMS) instructions, and supply instructions (NAVSUP P-485).

Ability to maintain prescribed endurance levels for all types of shipboard inventory requirements. Ensures all prescribed inventories are conducted and properly posted to corresponding records. Takes all measures to meet MSC inventory effectiveness and continuous monitoring (CM) goals.

Knowledge of and ability to ensure that fleet cargo, mail, fuel, freight, personal effects, and unaccompanied baggage are properly received, distributed, documented, transported, and accounted for IAW Department of Navy (DON) and MSC directives.

Food Service (FS) and Branch Exchange Location Operations (XLO) Oversees and monitors inventory and accountability for the ship’s Food Service (FS) and Exchange Location Operation (XLO) (where applicable) IAW COMSCINST 4000.2 (Series) and Quality Management System (QMS). Ensures FS sanitation program is in effect and that food preparation equipment and spaces meet cleanliness standards required by DON/MSC instructions. Ensures adequate stocks of provisions are on hand to meet ship’s operating and endurance requirements. Ensures the FS division maintains the Healthy Heart menu and submits required documentation. Knowledge of NAVSUP Form 338 to monitor the financial status of the General Mess. Ability and knowledge to provide guidance to Chief Steward, as required.

Knowledge of and ability to oversee the XLO and review returns, inventory, reports, and cash sales.

Hazardous Material (HAZMAT) As the Hazardous Material (HAZMAT) Coordinator, manages the ship's HAZMAT program in accordance with DON, MSC instructions, and QMS/SMS procedures and utilizes Hazardous Materials Information Resource Systems (HMIRS))(where applicable). Gains access and uses Hazardous Inventory Control System-Windows Based (HICSWIN) to research HAZMAT items and obtain Safety Data Sheets (SDS). Provides training for shipboard personnel in proper use, handling, stowage, cleanup, and offload of HAZMAT. Maintains inventory reports for all-shipboard hazardous materials, receipts, issues, and stowage. Documents and turns in all excess HAZMAT and any hazardous waste. Submits new requirements to be added to MSC Authorized Use Listing (AUL), as required. Ensures HAZMAT inventory is submitted to MSC N41 HAZMAT Coordinator annually by June 30.

Port Visit support/execution The Supply Officer is responsible for reviewing scheduled operational events IAW the Operations’ Schedule (OPSKED) and is responsible for knowing fleet operating procedures worldwide.

Regularly reviews operational schedules and establishes contact with applicable points of contact (POCs) and that system accesses are obtained to ensure all requirements are submitted for support for ship’s operation, repair, support, and port visit execution. Ensures Department Accountable Official (DAO) training and DD-577 appointments are completed for Supply Officers and Junior Supply Officer(s)(JSOs)at a minimum. Some Husbanding Support Provider (HSP) document examples are the Global Logistics Requirements (LOGREQ) requests, DD Form 250 (Material Inspection and Receiving Report), Port Visit Checklist (PVCL), and Daily Reconciliation reports.

Everything in this Position Description is considered to be an essential function of this position.

Performs other duties as assigned.