Supply Chain Coordinator

TITLE: Supply Chain Coordinator

TEAM/PROGRAMME: Program Operations

GRADE: NAT 3

LOCATION: Lusaka

CONTRACT LENGTH: 2 years renewable

Safeguarding:

Save the Children does not tolerate any form of exploitation, abuse, or harassment against any person. It is the responsibility of all employees and representatives to protect all people who come in contact with our organization. Save the Children commits to applying the same standards to all its employees and subject them to the same processes regardless of their position, influence, or reputation within or outside of the organization.

Diversity, Equity & Inclusion

Save the Children International’s Diversity Policy, aims to promote equal opportunity in employment and to ban any kind of discrimination based on sex, age, social class, disability, HIV status, religion, race and ethnicity.

ROLE PURPOSE:

The Supply Chain Coordinator is responsible for procurement coordination including procuring of goods and services within Save the Children Zambia, as well as supporting on Fleet Management, and Asset management. The post holder will be responsible for ensuring compliance with SCI global standards, policies and practices. The position also plays a key role in effectively supporting program implementation activities in line with the annual and country strategic plans.

He / She will ensure that Save the Children’s commitment to improving quality and accountability in humanitarian work is upheld, with reference to the Core Humanitarian Standards, Save the Children minimum standards, and the NGO code of conduct

SCOPE OF ROLE:

Reports to: Supply Chain Manager

Staff reporting to this post: Functional Dotted line to Procurement officers

KEY AREAS OF ACCOUNTABILITY:

Supply Chain

• Strengthen the existing system of managing procurement, fleet, warehousing, and asset management by ensuring proper documentation procedures are adhered to.
  
• Regularly sensitise procurement and program staff on the compliance to policies, processes and procedures.
  
• Actively participate in preparation/development of Procurement Plans and Sourcing Pipeline, and review of field office master budget, compliance issues and reporting obligations.
  
• Ensure accurate and timely monthly reports for sharing with the CO.
  
• Support Supply Chain Manager in implementation of recommendations and action points arising from audits, investigations, assessments and evaluations carried out and for which action is required.
  
• Provide input on operational support to field office Plan of Action/Emergency Preparedness Plan, to coordinate and align operational support with the CO Strategy Plans.
  
  Procuring Goods and Services
  
• Ensure all procurements fully comply with SCI Procurement Manual, donor rules, and internal control frameworks.
  
• Responsible for procurement plans coordination and buying of goods and services
  
• Responsible for reviewing ProSave procurement requests to ensure accurate technical specifications and realistic lead times, and for rejecting incomplete requests while providing timely feedback to programme requestors.
  
• Work closely with the programme requestor and agree on the Need by Date to ensure that once the service or goods have been delivered, the items are received in the Total Inventory Management System (TIM) or the service is immediately received in ProSave by the Programme Requestor.
  
• Facilitating payment for suppliers each month.
  
• Procurement tracking to ensure no suppliers are delayed in payments past three weeks of the month for orders done in the previous month.
  
• Close monitoring of the Supply Chain Efficiency on the Power BI to ensure that the KPI reaches the minimum KPI Level at least 85% monthly.
  
• Conduct supplier due diligence sanctions checks, conflict of interest checks, background screening
  
• Manage suppliers professionally and proactively, providing feedback to improve performance and leading periodic review meetings, and documenting their trends.
  
• Support the Lusaka and Field Office with supplier registration on ProSave to ensure that they are fully integrated into prosave in readiness for use.
  
• Timely communication with suppliers to ensure that the Local Purchase Orders are confirmed, and they are timely able to deliver the goods/services.
  
• Support with uploading of Framework Agreements, in ProSave and ensuring that the contracts are linked.
  
• Will be involved in managing Gifts in Kind (GIK).
  
• Managing and resolving Accruals.
  
• Support audit exercises by providing required documentation and clarifications, implementing corrective actions, and proactively identifying procurement risks and red flags for escalation to the Supply Chain Manager.
  
• Support market assessments and maintain updated supplier rosters.
  
• Lead RFQ/ITT processes, ensuring transparent, competitive, and documented sourcing
  
  Team Management and Capacity Building
  
• Support the SCM in identifying procurement glitches for rapid feedback and action.
  
• Develop strong relationships with field office programmes to support them in improving their procurement practices.
  
• Through the dotted lines, coordinate procurement officers to perform duties according to the SOP.
  
• Serving as a link of operationalization of payment tracking to within 3 weeks past the previous month to control any delays.
  
  Fleet Management
  
• Ensuring that fleet is managed pursuant to the SCI fleet guidelines, liaising with SC Manager in fleet right-sizing.
  
• Support SC Manager in managing FSC (fleet service charge) – SCI internal fleet system.
  
• Support line manager in monitoring IVMS (in-vehicle management system) to track drivers and vehicles movements, speed, time and location using the SCI real time GPS tracker.
  
• Facilitate hiring of fleet for distribution of goods and supplies to various schools and communities
  
• Support the line manager in ensuring hired delivery trucks confirm to sustainability and localization agenda.
  
• Ensure that all documentation relating to hired fleet from deliveries are all gathered and put on file when preparing for payments to third parties and Government agencies.
  
  BEHAVIOURS (Values in Practice)
  
  Accountability:
  
• Able to address ProSave issues that are within scope
  
• holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
  
• holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved
  
  Ambition:
  
• sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages procurement officers to do the same
  
• widely shares their personal vision for Save the Children, engages and motivates others
  
• future orientated, thinks strategically and on a global scale.
  
• Ready to provide advise to better service delivery
  
  Collaboration:
  
• builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
  
• values diversity, sees it as a source of competitive strength
  
• approachable, good listener, easy to talk to.
  
• Coordinate and tracking POs for real time payments
  
  Creativity:
  
• develops and encourages new and innovative solutions
  
• willing to take disciplined risks.
  
• Setting up of supplier contacts in one shared folder for real time use.
  
  Integrity:
  
• honest, encourages openness and transparency in procurement processes; demonstrates highest levels of integrity
  
  QUALIFICATIONS
  
  BA/BSc in management; procurement or related fields and/ or Chartered Institute of Purchasing & Supply (CIPS Level 6) or equivalent Experience with valid practising license
  
  EXPERIENCE AND SKILLS
  
• Minimum of 5 years of relevant experience working in procurement, preferably in an NGO/and/or development program, with in depth experience in managing procurement processes
  
• Strong knowledge and experience of implementing procurement processes, driving contract compliance and embedding buying best practice
  
• Excellent supplier management skills and a strong ability to hold suppliers accountable to deliver on their responsibilities
  
• Knowledge of NGO/ Donor policies and their compliance requirements in respect of Procurement and wider supply chain activity
  
• Strong interpersonal and communication skills including influencing, negotiation and coaching.
  
• Excellent organisational skills, with the ability to juggle multiple tasks with competing priorities and simultaneously stick to deadlines, whilst maintaining relationships with suppliers and customers
  
• Excellent reporting skills, particularly the ability to quickly develop clear and concise delivery tracking, scheduling or pricing, donor, monthly KPI reports
  
• Willingness to undertake field travel as required and work in difficult environments according to travel environments
  
• Excellent oral and written communication skills; Fluency in spoken and written English.
  
• Commitment to and understanding of Save the Children’s aims, values and principles
  
  Additional job responsibilities
  
  The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience
  
  Equal Opportunities
  
  The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures
  
  Child Safeguarding:
  
  We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse
  
  Safeguarding our Staff:
  
  The post holder is required to carry out the duties in accordance with the SCI anti-harassment policy
  
  APPLICATION INSTRUCTIONS:
  
  QUALIFIED APPLICANTS SHOULD ONLY ATTACH A COVER LETTER AND AN UPDATED CV.
  
  The closing date for receipt of applications is Sunday, 14th December 2025. Only shortlisted candidates will be contacted.
  
  Save the Children reserves the right to re advertise if suitable applicants are not found.
  
  Save the Children is an equal opportunity and affirmative action employer that does not engage in any practices which discriminate against any person employed or seeking employment based on race, colour, religion, gender, national or ethnic origin, age, marital status and we will never ask that you pay for anything as part of the selection process or thereafter