Supply Chain Assistant at Save The Children

Job ID: 190003SX
Location: Gombe
Employee Status: Fixed Term
Grade: 5
Team: Development
Post Type: National

Child Safeguarding

• Level 3- The responsibilities of the post may require the post holder to have regular contact with children or young people and, in the overseas context all posts are considered to be level 3 posts in view of potential situations which may allow staff unsupervised access to vulnerable children and young people.

Role Purpose

• The Supply Chain Assistant is responsible for supporting the Supply Chain processes to ensure effective, transparent and accountable support to the Save the Children programs in Borno State. Under the supervision of the Procurement Officer, the Supply Chain Assistant assists in the management and administration of procurement cases on behalf of the logistics department in order to facilitate the smooth running of SCI programmes in Borno State
• S/he is to ensure that orders for goods and services are processed promptly and good value for money is obtained according to the existing SCI Logistics Procedures.

Scope of Role

• Reports to: Procurement Officer
• Staff directly reporting to this post: (Possibly) None.

Key Areas of Accountability
Procurement and Supply:

• Acknowledge and register Purchaser Requests received and where necessary provide initial feedback on costing estimates and delivery times.
• Receive and process local orders assigned by the Procurement Officer, checking that orders have been correctly filled, that quantity/specification is acceptable and that coding has been provided and the order has been properly authorized;
• Assist to prepare necessary requests for quotation for all required supplies, works  and service providers, with all specifications, indicating closing dates to receive quotations, with strict adherence to SCI procedures, receive quotations for local procurement requirements and prepare a competitive bid analysis on the quotations and make recommendations to award a contract/purchase order, prepare required local purchase orders (LPOs) ensuring correctness and details of specifications, quantities and financial information for submission and approval.
• Where requested, with support from the PO help requesters develop good specifications, advising on availability, rough estimates, etc.
• Ensure compliance with SCI procurement procedures and in-country SoPs. Assist in the maintenance of the vendor roster and a price list. 
• Ensure all procurement files are held in soft and hard copy, and completed files are correctly named.
• In liaison with the Warehouse Officer, coordinate the reception of goods from suppliers and follow up with suppliers / transporters on items missing or damaged in transit.
• Ensure that Purchase Orders are completed with PR details, delivery dates and times and are submitted to the warehouse before delivery of the goods.
• Assist to ensure payment to suppliers is made promptly and that the finance department receives all the necessary documentation.
• Ensure procurement is undertaken in a timely manner to minimize disruption to programmes.
• Provide advance warnings of delays / shortages or other problems to the PO.
• Make sure that all suppliers are dealt with fairly and equally. Must never use her/his position for personal gain and should refuse any gifts that are offered by suppliers.
• Ensure items are never purchased from family members.  If a conflict of interest arises you must request the involvement of an unbiased SCI colleague in relation to the specific order / issue.
• Ensure the receipt of all goods procured locally is properly recorded using the correct SCI documentation e.g. GRN and a copy is filed with the finance paperwork.
• When required, follow up with Abuja for procurement files not being processed locally, request on a regular basis an update on these files and update programme teams on the status of these procurement files.
• Manage supplier relationship up to delivery of goods / completion of services.
• Follow up with Finance office on outstanding payments files. In liaison with the PO trouble-shoot file incompleteness and/or inconsistencies.
• Maintain and keep up-to-date a hard documentation filling system for procurement files allowing easy reference for audit purposes.
• 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 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 PO and where necessary programme teams at field level
• Generate any other procurement related reports upon request (based on item category/donor/time/budget)

Programme Administration:

• Process invoices and expense claims as required
• Process payment,  and payment requests for Partners/vendors as applicable
• Prepare reconciliation report for all vendors.
• Liaise with vendors and your Line Manager on account reconciliation
• Collate data on NHF from the CO and Area/Field Offices
• Provide administrative support to SC Programme Teams including: preparing meeting agendas, tracking actions and key dates and organising events, meetings/workshop logistics eg booking venue/room, setting up conference calls etc.
• Responsible for maintaining general document-filing system in both soft and hard for HR/Admin department
• Assist in the production and publications of all HR/Admin official reports and other materials.
• Developing  and updating key communication documents for HR/Admin team
• Liaise with all other departments for programme needs e.g. stationeries, procurement etc.

Hotel and Venue Bookings:

• Make Hotel/Venue Bookings for the team and other programmes as delegated by the line manager, and provide feedback to the person requesting on progress.
• Liaise with the required facilities to find the best options available and ensure value for money
• Timely communicate to the requester through Email, the booking details
• Follow-up with involved parties e.g. visitor, Logistics and Field Manager of the said location on travel arrangement at the destination.
• All official communication is copied to line manager and the relevant people.

Other Responsibilities:

• The post holder may carry out other duties in addition to or instead of those outlined above which may reasonably be required from time to time, in order to assist Admin department meets expected objectives.

These include but are not limited to the following:

• Facility Management
• Store Management
• Arrange Hotel/Venue Booking and provide feedback to the person requesting on progress.
• Liaise with the required facilities to find the best options available and ensure value for money

Skills and Behaviours (our Values in Practice)
Accountability:

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

Ambition:

• Creating best-in-class 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 systems
• Willing to take disciplined risks

Integrity:

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

Skills & Experience
Administrative & General Skills:

• Level of Education: Bachelor's Degree in Supply Chain, Logistics or Business Administration or Economics
• Professional certification in Procurement an added advantage
• Communication & Interpersonal Skill Level - Excellent
• Language Requirements – English and Hausa - Excellent
• Level of IT literacy Required – (Word, Excel, PowerPoint, Email system, Internet browsing) excellent.

Experience Expectations:

• Desired Number of Years Post-NYSC Prior Experience in a Similar Role - 2
• 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