The Save the Children Fund, commonly known as Save the Children, was established in the United Kingdom in 1919 to improve the lives of children through better education, health care, and economic opportunities, as well as providing emergency aid in natural disasters, war, and other conflicts. After passing a century, which it celebrated in 2019, it is now a global movement made up of 29 national member organizations which work in 120 countries.

ROLE PURPOSE:

The Procurement Coordinator-International procurement and customs clearing is accountable for ensuring the overall international procurement and services-related activities end to end including liaising with different government offices to secure import permits, duty-free permits and customs clearance-related activities. Besides, the position holder is expected to support on liaising of government offices to expedite airlifting and document clearance-related tasks in emergency response-related situations.

SCOPE OF ROLE: 

Reports to:  Procurement Manager Buying

Staff directly reporting to this post: None

KEY AREAS OF ACCOUNTABILITY:

International procurement;

• Initiate purchase request for international Request and send to regional office.
• Prepare Bid Analysis for international requests
• Preparation of final IR and send to regional office.
• Receive all necessary documents from the supplier and regional office.
• Request import permit for newly purchased vehicles and motor bikes from Road transport
• Communicate and liaise with USAID and other donors with duty free vehicles and motor bikes.
• Submit the compiled document to freight Forwarder and follow up the process.
• Update both the International/National Procurement Tracker on daily basis.
• Share IR tracker to the Procurement manager on monthly bases.

Local Procurement/Purchasing;

• Ensure that all procurements assigned to the coordinator are facilitated in a professional manner and following SCI Supply Chain and financial guidelines as well as donor rules and regulations.
• Ensure that all procurement of services is carried out with the objective of obtaining the best value for money and the best possible service to the requesters
• Ensure that all consultancy and audit services are carried out as per the agreed time line and manage effectively the contracts
• Work in close cooperation with the Finance Department to ensure full audit compliance of all procurement activities and to guarantee total transparency and accountability
• Facilitate service provider payment processes and documentations for audit trails.
• Ensure that all service procurement is procured and delivered in accordance with timescales set and agreed with the requesting departments/projects
• Ensure appropriate documentation, tracking and filing of all procurement activities by following standard procedures and guidelines of SCI to ensure traceability of all documents and expenses
• Establish and maintain excellent communication links between Addis and all field offices to ensure appropriate and regular information flow on all requests received as well as to ensure that the requesters get the right items, at the right time and at the right place

Liaison;

• Facilitate logistical matters that relates with the Ethiopia Agency Civil Society Organization (ACSO), Ministry of Health, Ministry of Finance and Economic Cooperation, National Disaster Risk Management Commission( NDRMC) which include but not limited to;
• Facilitate duty privilege supporting letter for internationally procured supplies.
• Request plating license number support letter from (ASCO)
• Airlifting, and document clearance in Emergency and humanitarian response related activities

Import/Customs Clearance;

• Facilitate import permits for specialized items and supplies with the respective ministry offices.
• Coordinate and Facilitate customs clearance of goods imported from abroad, and inspect goods with Technical person on arrival that they meet specifications and packaging requirements as set out in the Purchase order
• Ensure proper documentation, including tax exemptions, are processed for all international and national purchases.
• For goods being dispatched directly from the supply, carry delivery inspection at the Suppliers location during load on to transport
• Liaise with procurement team on incoming goods to determine and plan clearance, and transport needs.
• Communicate and facilitate with custom clearance agents for any imported items.
• Inspect goods on arrival at customs and cargo as per the packing list.
• Prepare CPO for Customs, Ethiopian Airlines Cargo Section, ICAS and payments for agents.
• Collect GRN from warehouse for imported items and send to RPU to effect payments.
• Prepare regular international procurement and liaising related activities summarized update and share to stakeholders

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

QUALIFICATIONS AND EXPERIENCE

• BA degree in purchasing and supplies management, Business Management, Management and Accounting
• At least 5 years of experience working in supplies, procurement, Supply chain functions.
• Sound experience on customs rules, regulations, and INCOTERM.
• Custom Clearing  Certificate is an added asset
• Working experience in custom clearing service
• Good interpersonal skills,
• Good written and spoken English
• Knowledge of computer word processing, access and excel
• Proven experience working in a team.
• Commitment to and understanding of Save the Children’s International aims, values and principles.

Desirable

• 3rd grade driving license with driving experience
• Experience working in INGOs is an added advantage