Procurement Coordinator (Buying) at Save The Children

Job ID: 210001IN
Team/ Programme: Supply Chain
Grade: 3
Contract Length: Open Ended
Reports to:  Country Office Supply Chain Manager
Staff reporting to this post: Three (3) – Procurement Officer, Procurement Assistant & Intern
Employee Status: Fixed Term

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 Coordinator (Buying) acts as a crucial component in the SCI Supply Chain team which aims to deliver goods and services across all SCI field offices. The Procurement Coordinator (Buying) is responsible for:

• Ensures that the right supplies and services are procured and that there is timely procurement and delivery of goods and services to programmes to deliver outstanding results for children
• Ensures best value for money is achieved through competitive and transparent procurement processes.
• Supervises and manages the execution of the procurement (buying) processes in all steps and stages, especially when it comes to PRs, POs and contracts.
• Provides SME procurement support and guidance to FOs/ requesters.
• Supports CO Supply Chain Manager with management of International procurements through RPU.

Key Areas of Accountability
Procuring Goods and Services (Buying):

• Supervise and manage preparation of procurement process in all steps and stages, especially when it comes to purchase orders and contracts
• Advise on best sources of supply in coordination with the Procurement Officer and Assistant.
• Verify purchase requests ensuring all required information is provided.
• Process Purchase Requests using pre-established FWAs and Pre-Qualified Supplier (PQS) lists and support the procurement lead on comparative bid analysis, procurement committees and PO processes.
• Ensure items procured match programmatic requests and are of good quality and value for money.
• Support the procurement lead to ensure that all orders are processed in timely manner, inputted on Procurement Tracker, status updates are communicated to programmes timely, and that all relevant documentation is filed appropriately.
• Monitor procurement activities for signs of fraud/corruption and report these to the Supply Chain Manager and Head of Supply Chain.
• Ensure Save the Children’s and donors procurement procedures and policies are being adhered to and provide guidance regarding their application at the field level.
• Monitor Contract/ FWA Compliance, create catalogues where required and manage supplier enablement in ProSave (our new global procurement system).
• Ensure international procurement, importation and custom clearance of goods are in line with programme budgets and needs and ensure timely delivery of imported goods.

Supplier Management:

• Manage our supply base by tracking supplier performance, actively liaising with suppliers, and undertaking supplier risk management e.g. vetting
• Make suppliers aware of Save the Children values, policies and procedures and their need to comply as part of agreements.
• Support Supplier Enablement activities are carried out so that as many suppliers as possible transact with SCI through the Ariba Network.

Team Management and Capacity Building:

• Conduct performance reviews and build capacity of the Procurement Officer, Procurement Assistant and Intern, ensuring clear work plans are in place and that personal objectives are established with regular feedback and support provided.
• Develop strong relationships with field office programmes to support them in improving their procurement practices and review all procurement plans together with the Supply Chain Manager.

Performance Management:

• Produce management information reports on a monthly and quarterly basis, including data analysis and recommendations on improving the efficiency of our procurement processes.
• Support the Supply Chain Manager in monitoring the procurement function performance against KPIs and targets, developing and implementing the necessary corrective actions for buying activities to improve performance.

Systems, Tools and Processes:

• Promote and ensure compliance to our procurement policy, procedures and quality standards
• Accountable 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 requisitions.
• Support head office initiatives around global supply chain systems, as required with specific focus on procurement as guided by our Regional and Centre Offices.

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

Qualifications

• A University Degree in one or more of the following areas; Business Management, Supply Chain Management, Cold chain / Logistics or equivalent.
• Chartered Institute of Purchasing & Supply (CIPS) or equivalent Experience will be an advantage.

Experience and Skills:

• Minimum of five years of relevant experience working in procurement, preferably in an NGO/and/or development program, with in depth experience in managing medical and non-medical procurement, logistics and Supply Chain management processes.
• Experience in managing high value and complex international procurements within a large organisation
• 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
• Good 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
• Good 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
• Desirable: procurement system experience.

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.