Supply Chain Officer at Save The Children

Job ID: sav-77212
Location: Yobe

Role Purpose

• The Supply Chain Officer is responsible for managing Procurement processes to ensure effective, transparent and accountable support to the Save the Children programs in Yobe State.
• Under the supervision of the Field Manager to ensure adequate consideration for coordination of supplies deliveries and planning of program implementation.
• Provide technical advice and guidance to program/support teams on procurement of goods and services and on best procurement practices. Anticipate procurement bottlenecks and resolve them ahead of issues.

Key Areas of Accountability
Procurement and Supply:

• Implement procurement as per approved Save the Children International guidelines, procedures and forms.
• Check the availability and prices of requested items in the local market; liaise with the Country office if procurement must be conducted there.
• Create, maintain and regularly update the price list.
• Create, maintain and regularly update supplier database.
• Maintain, keep up-to-date and share a weekly procurement tracker, showing the current status of the requested items and the date which they are expected to be supplied to the projects
• Organize collections of required numbers of quotes for all relevant procurements
• Advises the Budget holder on contract allocation if relevant. Call for procurement committee meetings, take notes and documents the decision-making process.
• Drafts POs according to Procurement committees proceedings for Review of relevant manager and submits for Budget holder approval
• Collate all payment file and submit to LM for check before submission to Budget holder and finance payment
• Prepare monthly summary reports on the procurement, identifying problems in operations and solutions proposed.
• Oversee all arrangements for meetings and conferences as required, ensuring these are delivered to a high quality and cost effectively
• Line manage all procurement assistants under the supervision of the position by managing performance on an on-going basis
• Manage suppliers relationship up to the delivery of goods/completion of service
• Follows up with Finance office on outstanding payments files. In liaison with the Senior Logistics Manager, Trouble-shoot file incompleteness and/or inconsistencies.
• Maintains and keep up-to-date a hard documentation filling system for procurement files allowing easy reference for audit purpose.
• Comply with all relevant Save the Children policies and procedures with respect to child protection, code of conduct, fraud, health and safety, equal opportunities and other relevant policies
• Work in close collaboration with the finance and administration departments to ensure effective operations and strong team spirit
• Carry out any other tasks required by the line manager in line with the job description and capacity development plan.

Reports:

• Maintain all Procurement files in an organized, accurate and up to date manner
• Produce weekly procurement tracker and send to programs and management teams at field level
• Generate any other procurement related reports upon request (item category/ donor / time / budget… - based)

Skills and Behaviours (our Values in Practice)
Accountability:

• Accuracy and timeliness in all areas of responsibility
• High level of accuracy in work, and the ability to analyse complex sets of relationships and situations
• Holds self and others accountable

Ambition:

• Creating best-in-class EA function
• Future-orientated, thinks pro-actively

Collaboration:

• working effectively with stakeholders to achieve common goals
• Excellent communication and interpersonal skills
• Builds and maintains effective relationships, with their team, colleagues, members and external partners
• Approachable, good listener, easy to talk to

Creativity:

• Designing more effective admin and data management systems
• Willing to take disciplined risks

Integrity:

• Honest, encourages openness and transparency, demonstrates the highest levels of integrity.

Skills & Experience

• Administrative & General Skills
• Level of Education – First degree (B.Sc/BA/HND) in Logistics and Supply Chain Management, Business Administration, Accounting or related field
• Minimum of 2 years post NYSC progressive experience of working in Logistics including prior internationally based experience
• Professional international certification in procurement or logistics (e.g. CIPS, CILT) an added advantage
• Communication & Interpersonal Skill Level - Excellent
• Language Requirements – English & Hausa - Excellent
• Level of IT literacy Required – (Word, Excel, Powerpoint, Email system, Internet browsing) - Excellent

Experience Expectations:

• Desired Number of Years Prior Experience in a Similar Role – 3 years
• Experience in procurement and logistics with INGO: Minimum 2 years
• Experience in a relatively insecure field based environment
• Experience working with Save the children

Working Conditions:

• Ability and willingness to travel to projects and stay in basic conditions when necessary.