Supply Chain Officer
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The Opportunity Supply Chain Officer
LOCATION: Bale Robe
POST TYPE: National
Child Safeguarding: Level 3 - the responsibilities of the post may require the post holder to have regular contact with or access to children or young people
Coordinates procurement orders with concerned programmes, departments such as Administration and Finance to ensure that the right commodities are requested, responsible for the day to day management and coordination of Bale field office SCI owned & rental vehicles and ensure timely procurement and delivery of goods and services to the requesters. Coordinates the overall admin functions of the organization and oversee staffs under him.
SCOPE OF ROLE:
Reports to: Field Operations Manager
Staff directly reporting to this post: Drivers, security guards ,store keeper and office attendant
KEY AREAS OF ACCOUNTABILITY:
Advise and assist Program managers/Program coordinators on planning of procurement (bulk orders) and ensure that all required documents are forwarded by the budget holders in time, with clear specifications, financial codes and appropriate authorization.
Conduct regular market surveys of goods and services; establish and maintain a well-defined Supplier database by initiating tender processes.
Review procurement documents for correctness, transparency and full compliance with Audit and internal procedures and regulations.
Collect and organize annual procurement plan for materials, service and construction purchases and submit to CO supply chain department and communicates the status at least monthly to relevant support and program staffs.
Prepare bidding documents for every purchase with respect to procurement threshold.
Provide technical support to program staffs on procurement related issues.
Regularly collect price lists for most frequently procured items and update it in quarterly basis.
Organize regular (Weekly, monthly and quarterly) procurement activity reports (tracker) and submit to CO supply chain department.
Plan ,schedule and assign in town and field trip movements to meet the travel demand of staffs and guest in the most efficient and cost effective manner.
Laisses with drivers ,maintenance, programme and safety and security staff to ensure the field office vehicles are fully maintained , road worthy and function properly to the standard expected
Track and records vehicle movements to ensure all vehicles are operated within set cost and efficacy & safety standards.
Supervises fleet assistant to ensure all fleet data is captured, relevant fleet documents are maintained, updated, and fleet standards are adhered at all times.
Ensure unauthorized making of any kind, transfer, or signs is not made to any part of the vehicle
Ensure all appropriate due diligence checks and risk assessments are carried out in line with organisational policy.
Produce management information reports on a monthly and quarterly basis, including data analysis and recommendations on improving the efficiency of procurement services and submit to field operations manager.
Make suppliers aware of Save the Children values and their need to comply as part of agreements
Ensures briefing of all suppliers, contractors, landlords and the like are oriented on our key policies and procedures including procurement process, child safeguarding policy, fraud policy and the like.
Makes sure facility management of the office is per the SCI standard and regular maintenance is carried on periodically.
Ensure that all SCI vehicles are equipped with functioning First Aid kit and Fire extinguishers, standard tools, logos and third party stickers.
Perform any other duties assigned by immediate supervisor
SKILLS AND BEHAVIOURS (our Values in Practice)
Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
Holds suppliers accountable to deliver on their responsibilities
Sets ambitious and challenging goals for themselves and takes responsibility for their own personal development
Widely shares their personal vision for Save the Children, engages and motivates others
Future orientated, thinks strategically and on a global scale
Approachable, good listener, easy to talk to; builds and maintains effective relationships with colleagues, Members and external partners and supporters
Values diversity and different people’s perspectives, able to work cross-culturally.
Develops and encourages new and innovative solutions
Cuts away bureaucracy and encourages an entrepreneurial approach
Honest, encourages openness and transparency, builds trust and confidence
Displays consistent excellent judgement
QUALIFICATIONS AND EXPERIENCE
BA/BSC degree in management, procurement/supplies management Accounting and other related fields.
Field level experience in supply chain management for INGOs in international development and emergency programmes
Knowledge of key institutional donors and their compliance requirements in respect of Supply chain
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)
Cultural and gender sensitivity
Fluency in written and spoken English and Afan Oromo (advantageous )
Date advertised: 16 Nov 2020
Closing date: 28 Nov 2020 - 23:59 EAT
Location: Bale, Ethiopia
Department: Programme Operations
Type: Fixed-term contractSchedule: Full-time