TITLE: Supply Chain Assistant
TEAM/PROGRAMME: Supply Chain Department
LOCATION: Addis Ababa, Ethiopia
GRADE: TBD
CONTRACT LENGTH: 1 year with a possibility of extension based on satisfactory performance
CHILD SAFEGUARDING:
Level 3: the role 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 in country programs; or are visiting country programs; ore because they are responsible for implementing the police checking/vetting process staff.
ROLE PURPOSE:
Assist the Procurement Manager in coordination and facilitation of procurement orders with concerned programs and departments to ensure that the right commodities are requested and ensure timely procurement and delivery of goods and services to the requesters.
SCOPE OF ROLE:
Reports to: Procurement Manager
Number of direct reports: None
KEY AREAS OF ACCOUNTABILITY:
Technical/Operational
- Ensure that all supplies requests from the programs are facilitated in a professional manner and following the logistics and financial guidelines of SC Ethiopia.
- Ensure that all procurement of goods and services are carried out with the objective of obtaining the best value for money and the best possible service to the requesters.
- Ensure that goods and supplies are procured and delivered to the warehouses in line with the quantity, quality and specification stated in the Purchase requests.
- Ensure that all procured items are delivered to the warehouses and proper warehouse documents are issued.
- Work in close cooperation with the Finance Department to ensure full audit compliance of all procurement activities and to guarantee total transparency and accountability.
- Conduct regular market analysis of SC required items and provide quarterly reports to the Procurement Coordinator
- Facilitate suppliers’ payment processes and documentations for audit trails.
- Ensure the effective and efficient use of SC resources to obtain the best value for money in the best interest of the organization.
- Ensure that all procurement and supply requirements are procured and delivered in accordance with timescales set and agreed with the requesting departments/projects.
- Facilitate computer and assets and property repair/s maintenance services with agreed maintenance service providers.
- For goods being dispatched directly from the supply, carry delivery inspection at the Suppliers location during load on to transport.
- Communicate with warehouse and program team on incoming goods to determine and plan receiving, and transport needs.
- Work actively in pro save in the requests prepare RFP and work on sourcing and buying activities and effectively communicate with the budget holder and finance to effect payments on time.
- Support the buying and sourcing team in reviewing and preparation of RFQ, CBA, waiver, proper documentation, uploading documents on the ProSave system etc…
- Regular follow-up with Finance team for timely payments to be made to consultants and suppliers.
- Undertake any relevant tasks for the success of the supply chain team performance.
BEHAVIOURS (Values in Practice)
Accountability:
- holds self-accountable for making decisions, managing resources efficiently, achieving and role modeling 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, take responsibility for their personal development, and encourages their team to do the same
- widely shares their 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, and 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 AND EXPERIENCE
- BA/BSC/Diploma in management, procurement, and other related fields
- A minimum of 1-2 years experience.
- Proven and significant experience in international procurement and contract management, including an ability to review procurement requests and trends, and to develop strategies to fill identified gaps.
- Field-level experience in logistics for INGOs in international development and emergency programs
- Knowledge of key institutional donors and their compliance requirements in respect of logistics and procurement
- 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
- Highly organized 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)
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 per 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 per the SCI anti-harassment policy
Health and Safety
The role holder is required to carry out the duties per SCI Health and Safety policies and procedures.