ROLE PURPOSE
Coordinates procurement orders with concerned programmes, departments such as Administration and Finance to ensure that the right commodities are requested 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.
Roles and Responsibilities
Technical/Operational
· Advise and assist all staffs 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 material, service and construction purchases and submit to procurement coordinator 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 Procurement Coordinator.
· Advise on best sources of supply and freighting options.
· Ensure all appropriate due diligence checks and risk assessments are carried out in line with organizational 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 procurement coordinator.
· Ensure professional management of all suppliers including maintaining good supplier relations and supplier performance review against key performance indicators. Regularly update this information to procurement coordinator.
· 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.
· Facilitate all travel arrangement support to visitors, consultants, guests from both the field and from overseas including hotel bookings, travel arrangement, etc
SKILLS AND BEHAVIOURS (our 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 others to do the same
· Widely shares their personal vision for Save the Children, engages and motivates others
· Future orientated, thinks strategically
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
· BA/BSC degree in management, procurement/supplies management Accounting and other related fields.
· 2 years relevant experience, and very good conceptual understanding of the job
· Field level experience in procurements and 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)
Competences:
SC Values are: Accountability, Ambition, Collaboration, Creativity and Integrity. To meet the value system the post holder is expected to demonstrate the following Competencies on ongoing bases (this varies according to the position please consider the below as example)
Leading: (align with Ambition, Integrity collaboration and creativity)
o Delivering result: Takes personal responsibility and holds others to account to deliver our ambitious goals for children, continually improving own performance or that of the team/ organization.
Thinking: (align with Ambition, Creativity, Collaboration and Creativity)
o Applying technical and professional expertise: Applies the required technical and professional expertise to the highest standards; promotes and shares best practice within and outside the organization.
Engaging: (align with Collaboration, Creativity)
o Working effectively with others Works collaboratively to achieve shared goals and thrives on diversity of people and perspectives; knows when to lead and when to follow and how to ensure effective cross-boundary working.
o Communicating with Impact: Communicates clearly and confidently with others to engage and influence; promotes dialogue and ensures timely and appropriate messages, building confidence and trust with others.
· We offer a competitive package in the context of the sector.
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