Supply Chain Officer at Save The Children

Ref No: 220000MB
Employee Status: Fixed Term
Team / Programme: Plane
Grade: 4

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 Supply Chain Officer in Save the Children International will be accountable for the supply chain operations in the sub-office
• Specifically, the Supply Chain Officer will be responsible for ensuring timely, cost effective procurement and delivery of goods and services, warehousing and stock management and fleet management in compliance  with Save the Children International Country Manual and donor procurement policies and guidelines.

Scope of Role:

• Reports to: Field Manager
• Matrix Manager: Logistic / Procurement Manager
• Staff reporting to this post: Driver

Key Areas of Accountability
Procurement:

• Oversee procurement requirements of the Field Office; implement procurement as per approved guidelines, procedures and forms (Purchase Requests, Purchase Orders, Goods Received Notes, Service Completion form etc.).
• Check the availability and prices of requested items in the local market; liaise with country office if procurement is to be conducted there.
• Prepare a weekly summary of all outstanding purchase requisitions, showing the current status of the items and the date which they are expected to be supplied to the projects.
• Prepare monthly summary reports on the procurement and logistics support functions, identifying problems in operations and solutions proposed.
• Monitor procurement and logistics support costs in liaison with the Field Accountant to ensure that expenditures remain within approved budgets.
• Oversee all arrangements for meetings and conferences as required ensuring these are delivered to a high quality and cost effectively.
• Updates and Manages the Procurement tracker at the field level.
• Updates and manages the contract tracker at the field level.

Transport & Fleet:

• Managing and tracking of all vehicles on the fleet, including movement planning and day-to-day allocation.
• Manage, maintain and repair vehicles in safe and efficient working order.
• Ensure that vehicles are checked on a daily basis, and that regular service and maintenance is carried out as per agreed schedule.
• Responsible for administering litigations and traffic offenses.
• Ensure vehicles have current and lawful documentation.
• Manage service agreements related to vehicle maintenance and fueling. Monitor fuel consumption and submit monthly reports.
• Receive travel requests, and maintain trip schedules and Staff Movement Board.

Asset & Facility Management:

• Maintaining up-to-date control of all assets including tracking donor, value, and location, managing staff issue, and recording all asset movements and disposals.
• Oversee the issuance and return of assets to/from staff.
• Ensure good condition of assets, and maintain asset condition reports.
• Establish and maintain a list of contact details for preferred service providers including carpenters, electricians, plumbers, generator services and builders and make this list available to staff.
• Ensure the data network (internet) is operational and cost effective. Report any defective office equipment to the Field Manager.

Total Inventory and Stock Management:

• Enter all new items purchased in SCI TIM software and ensure reconciling with Stock/Assets register.
• Manage and maintain the physical warehouse and TIM online warehouse.
• Ensure quarterly stock check and reconciliation.
• Ensure all stock and assets purchased are entered in TIM and TIM generated GRN is used for payment.
• Ensure all program stock are released through TIM and accompanied with a waybill to Beneficiaries/point of usage.
• Ensure the BHs and the Country Office TIM focal person are informed about all expired, expiring SOF and other irregularities or discrepancy in TIM respectively.

Communication and Security:

• Ensure adherence to communication protocol at field level.
• Ensure that all communication systems in Field Office are maintained and staff trained in their proper and effective use.
• Report all security incidents in writing in a timely manner through the appropriate field office channel
• Ensure that all equipment and supplies in Field Office are maintained in a safe and secure manner.

Coordination:

• Maintain and regularly update current contact database of other INGO organizations, donors and embassies.
• Maintain and where necessary develop shared electronic & manual files to ensure easy access to information.

Administration & Reports:

• Maintain all logistic files in an organized, accurate and up to date manner.
• Line manage, coordinate, monitor and guide the work of the drivers and any other logistics support by managing performance on an on-going basis.
• Produce weekly procurement tracker and send to field team and country office.
• Produce logistics site report, vehicle and generator cost performance report.
• Update Asset Register and send to field office and country office every month.
• Update the vehicle cost schedule and produce regular vehicle performance and cost reports and send to the field office and country office once per month.
• Conduct periodic stock checks and sends report to the field office and country office
• 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.

Qualifications

• A first level University Degree (Bachelor's) in a relevant Technical field (as identified above)
• A minimum of four (4) years of relevant experience, at the national level, in supply, procurement, contracting, and/or other directly related technical fields is required.

Experience and Skills:
Essential:

• Chartered Institute of Purchasing and Supply (CIPS) Qualification will be an added advantage.
• Proven and significant experience in international procurement and contract management, including an ability to review procurement demands and trends, and to develop strategies to fill identified gaps.
• Field level experience in logistics for INGOs in international development and emergency programmes
• Knowledge of  key institutional donors and their compliance requirements in respect of logistics and procurement
• Highly developed interpersonal and communication skills including influencing, negotiation and coaching. 
• Experience of solving complex issues through analysis, definition of a clear way forward and ensuring buy in.
• Commitment to Save the Children values.
• Ability and willingness to change work practices and hours in the event of major emergencies including travelling at short notice and for extended periods of time
• Highly organised with good administration skills for order and information management, able to develop filing systems and databases to ensure an auditable trail.
• A high level of computer literacy (word, excel, ppt etc).

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.