Supply Chain Officer

CHILD SAFEGUARDING:

Level 3: The post holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work country programs; or are visiting the country programs; or because they are responsible for implementing the police checking/vetting process staff.

Anti-Fraud and Integrity Commitment:

The organization maintains a zero-tolerance policy toward fraud, corruption, and unethical behavior. All staff are expected to uphold the highest standards of integrity and accountability, comply with internal policies and procedures, and report any suspected misconduct through the appropriate channels.

Please note: The organization does not charge any fees at any stage of the recruitment process (application, interview, offer, or onboarding). Any request for payment should be reported immediately.

SCOPE OF ROLE:

Reports to: Supply Chain Manager(with a dotted line to Field Manager)

Staff reporting to this post:)

Direct: Supply chain Assistant

Indirect: Warehouse Pharmacist.

Budget Responsibilities: None

Role Dimensions:

• Internal: All Staff and all Managers, and Coordinators in Save the Children Field Programme level, Finance, Administration and HR, County level sections.
  
  KEY AREAS OF ACCOUNTABILITY:
  
  General
  
  In accordance with the Head of the Supply Chain:
  
• Ensure the Area Office has made readiness and preparedness provisions to support all existing and future program needs in terms of Supply Chain activities.
  
• Develop a medium-to-long term Supply Chain plan for the Area Office – including identifying future procurement needs, optimizing fleet, assets, and warehouse/inventory management.
  
• Communicating effectively with senior management in the Area Office and Country Office – reporting on key activities, providing updates, and escalating key issues.
  
• Participate and contribute to the new Awards process, giving technical Supply Chain advice.
  
• Carry out inductions with new staff on aspects of his/her role and areas of expertise.
  
• Represent Save the Children on Supply Chain-related workshops or trainings.
  
  Procurement
  
• Procurement of goods and services from local markets as per SC processes, systems and procedures.
  
• Assist in contract administration
  
• Checking all Procurement documents (i.e. Purchase Orders, quotations, comparison schedules, etc in line with standard purchasing practice)
  
• Assist in generating and distributing Procurement Reports/Trackers Overviews.
  
• Keeping up to date with supply market developments and maintenance of an up to date Approved Supplier Register.
  
• Recording all details of orders (placed/outstanding/completed) and to ensure that the orders can be traced from quotation to final delivery including all relevant documentation to evidence cost allocations and authorisation
  
• Assist in prepare monthly summary fleet reports
  
• Assist in development of contracts, FWA and participate in market and price surveys.
  
• Making sure that order schedules and delivery lead times are met, if not, informing in advance all those that may be affected by the delay.
  
• Ensuring that approved suppliers and framework agreements are used at all times during procurement of goods
  
• Ensuring that Procurement Requisition has all the necessary information filled including charge code and required signatures.
  
• Ensure the supporting documents are submitted timely to Finance respecting all the Procurement File Checklists and keep track of paper procurement files - from receipt of the PR or initiation of the procurement, and identify what should be in the file and what stage the file is at.
  
• Keep the record of the Contracts and FWA and alert the line manager for expiring contracts.
  
• Notify the line manager of any other issue/challenge in the procurements that does not meet standards procedures.
  
• Any other duties as may be assigned.
  
  Fleet Management
  
• Ensure SCIs fleet of owned and rented vehicles is managed in full compliance with SCIs regulations, local laws, and best practices.
  
• Ensure accountability of the fuel management/consumption and maintenance of SCI vehicles.
  
• Assist in fleet management systems and monthly reporting are accurate and done in a timely manner (i.e. Fuel Report, ProFleet, Fleet Service Charge, IVMS…).
  
• Providing support and direction to the head driver in transport management and ensuring that they are executed in line with SCI guidelines
  
• Maintaining and updating all required records and paperwork for vehicles and drivers.
  
• Managing fuel and maintenance contracts as needed.
  
• Ensuring that planned preventative maintenance is carried out on both vehicles and generators to a high standard with minimum disruption to program activities.
  
• Ensuring that all drivers are briefed on and adhere to Save the Children policies and procedures.
  
  Asset Management
  
• Ensure Area Office assets and GPE (General Programme Equipment) are checked and all changes are real-time updated in the master Asset Register or Asset management system.
  
• Support the Country Office Team in managing the full asset lifecycle and ensure the assets are handed over or disposed of on time and in an appropriate/sustainable way, in accordance with SCI and donor rules and regulations.
  
• Ensuring that all assets have been issued a unique identification number and tracked on Asset Register
  
• Regularly updating the asset register whenever transfers, disposal, changes in condition and procurement take place with details of that transfer, disposal etc.
  
• Coordinating a full physical verification of asset register at least once a year to verify that the assets are in place and their condition.
  
  Team Management and Capacity Building
  
• Ensure effective line management of Supply Chain assistant of the Area Office, including D2P (Develop To Perform) annual objectives set-up and evaluations, allocating responsibilities and tasks to available staff.
  
• Work with staff members to develop their technical skills and capabilities.
  
• Build and maintain strong business partnering with other functions – especially Programmes and Finance – to improve and ensure smooth implementation of procurement and logistics activities.
  
• Governance, Systems, Tools and Processes
  
• Implement and ensure compliance with all our Procurement, Fleet management, Asset management, and Warehousing & Inventory Management Policies, Manuals, and established Procedures.
  
• Set a strong tone from the top that fraud is unacceptable.
  
• Ensure that we are using recognised systems and processes, including ProSave, ProFleet, TIM, e-Asset…
  
  BEHAVIOURS (Values in Practice)
  
  Accountability:
  
• holds self-accountable for making decisions, managing resources efficiently, achieving and role modeling 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, take responsibility for their own personal development, and encourages their team 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.
  
  Collaboration:
  
• builds and maintains effective relationships, with their team, colleagues, Members and external partners, and supporters
  
• values diversity, and sees it as a source of competitive strength
  
• approachable, good listener, easy to talk to.
  
  Creativity:
  
• develops and encourages new and innovative solutions
  
• willing to take disciplined risks.
  
  Integrity:
  
• honest, encourages openness and transparency; demonstrates highest levels of integrity.
  
  
  
  QUALIFICATIONS
  
• A Diploma or Bachelor’s Degree in Procurement and Supply Chain Management, Business Administration, Logistics.
  
  EXPERIENCE AND SKILLS
  
• 1-6 years of prior work experience in a similar role in an NGO or private commercial sector
  
• Experience in solving complex issues through analysis, the definition of a clear way forward, and ensuring buy-in.
  
• Great interpersonal and communication skills including negotiation and relationship building
  
• High level of integrity/confidentiality and ability to work as part of a professional team
  
• Highly developed cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures.
  
• High level of computer literacy. Especially excellent MS Excel/Word skills.
  
• Good oral and written communication skills; Fluency in spoken and written English;
  
• Commitment to Save the Children’s values
  
  High level experience in Procurement system, Fleet management system and Inventory management system.
  
  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.
  
  Health and Safety
  
  The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.