Procurement Assistant - Buying at Save The Children

Job Reference: 21000579
Employee Status: Permanent
Team / Programme: Supply Chain
Grade: 5
Contract Length: Open Ended
Reports to: Procurement Officer (Buying)
Staff Reporting to this Post: None

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 country programs; or because they are responsible for implementing the police checking/vetting process staff.

Role Purpose
The Procurement Assistant (Buying) supports the Procurement Officer (Buying) in the daily coordination of procurement activities, including:

• Ensuring that items procured match programmatic requests, and are of good quality, reliable and value for money and deliver the best results for children
• Supporting the Procurement Officer on preparation of the procurement (buying) processes in all steps and stages, especially when it comes to PRs, quotes, POs and contracts
• Supporting and interfacing between field offices and the central supply chain team
• Supporting users (requestors and budget holders) on issues relating SCI’s procurement management tool (ProSave) to reduce errors and to ensure timely processing of PRs.

 Key Areas of Accountability:

• Support the Procurement Officer to execute procurement actions in line with SCI protocols and procedures, being responsible for getting quotes, filling all relevant document (PR, quotes, CBA, PO etc.).
• Assist staff on creating clear and understandable procurement documentation e.g. PR
• Communicate with suppliers in order to get quotes, specifications and quality information as assigned by Procurement Officer
• Provide regular updates to programme and supply chain teams on progress
• Support supplier evaluation and Procurement Committees as required
• Ensure that items procured match programmatic requests, and are of good quality, reliable and value for money
• Receive invoices from suppliers, checking if they are correct and complete, and forward payment requests together with all necessary supporting documentation to Procurement Officer monitoring the process to ensure payment is made on time to the suppliers.
• Respond flexibly to changing program needs, reprioritising tasks in a logical, sensible way and in coordination/consultation with the Procurement Office.
• Assist the Procurement Officer on regular updating of the Procurement Tracker, supplier’s database and other Procurement reports if required, in collaboration with co-workers.
• Communicate and exchange information effectively with colleagues and other team especially for supplier has changed contacts, product detail specifications, payment terms & conditions, delivery due date and payments.
• Assist the Procurement Officer with the evaluation, modification, renewal and establishment of Framework Agreements (FWA).
• Support the Procurement Officer to prepare the status/management information reports.
• Work closely with other procurement/supply chain team members and give necessary support when needed
• Ensure that at all times Save the Children procurement policy and procedures are implemented and adhered to and are within compliance to donor regulations
• Responsible for ensuring Supplier Enablement activities are carried out so that as many suppliers as possible transact with SCI through the Ariba Network.
• Provide ProSave support and Procurement advice for requestors.
• Other duties assigned by the Supervisor (Procurement Officer) as and when required.

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.

Qualifications and Experience

• A Bachelor's Degree in Procurement and Logistics, Supply Chain Management, Business Administration or related field.
• Qualification as Member Chartered Institute of Procurement & Supply (MCIPS) an added advantage.

Experience & Skills:

• Minimum of 2 years of prior work experience in a similar role in an NGO or private commercial sector.
• Practical experience in use of a reputable Procurement Management Software or ERP system.
• Experience of solving complex issues through analysis, 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.

Behaviours (Values in Practice)
Accountability:

• 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 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, 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

The Organisation

• We employ approximately 25,000 people across the globe and work on the ground in over 100 countries to help children affected by crises, or those that need better healthcare, education and child protection. We also campaign and advocate at the highest levels to realise the right of children and to ensure their voices are heard. 
• We are working towards three breakthroughs in how the world treats children by 2030:
  • No child dies from preventable causes before their 5th birthday
  • All children learn from quality basic education and that,
  • Violence against children is no longer tolerated.
• We know that great people make a great organization, and that our employees play a crucial role in helping us achieve our ambitions for children. We value our people and offer a meaningful and rewarding career, along with a collaborative and inclusive workplace where ambition, creativity, and integrity are highly valued.

Health and Safety:

• The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.

Safeguarding our Staff:

• The post holder is required to carry out the duties in accordance with the SCI anti-harassment policy.