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.

Reports To: Head of Bale FO and technically to SAO SC Manager

Positions report to this position are 3(Supply Chain Officer, Warehouse Coordinator, and Infrastructure Coordinator]

LOCATION: Bale Robe

GRADE: 3B

ROLE PURPOSE:

The Supply Chain Coordinator will ensure an effective and accountable Supply Chain/logistics support system is in place in line with Save the Children’s global as well as SC-Ethiopia’s national policies and procedures at the field office. The post holder will also be responsible for the overall coordination and implementation of effective procurement, fleet, construction, warehousing, and asset management practices of the field office.

KEY AREAS OF ACCOUNTABILITY:

Essentials

• Coordination and Support to Programme Logistics; ensure that Save the Children’s supply chain policies and systems are fully addressed, and procedures are adhered to in the areas of procurement, warehousing, fleet, asset, and construction management.
• Directly plan, lead, manage, and motivate fleet, warehouse, procurement, and Admin unit staff and ensure that they have clear work plans and objectives and receive regular supervision and reviews; Build their capacity using effective training, performance management frameworks, and development plans.
• Ensure accountability to donors and beneficiaries through the implementation of regular reporting and strong control mechanisms.
• The post-holder will comply with all relevant Save the Children policies and procedures concerning child safeguarding, safety and security, code of conduct, equal opportunities, and other relevant policies.
• Attend cluster meetings and represent the organization in cases of officially delegated.
• Ensure an effective and accountable Supply Chain support system in place in line with the SCI’s global as well as SC-Ethiopia’s national supply chain-related policies and procedures.
• The post holder will also be responsible for the overall coordination and implementation of effective procurement, fleet, construction, warehousing, and asset management practices in the field office.
• Implement the Supply Chain strategy developed by the Country Office concerning the Bale field Office Operations.
• Plan and implement an effective purchase order management and tracking system at the field office level for local and national orders and organize schedules for Framework, bulk, and any other economical strategic purchases.
• Directly involved in the operational planning mainly the supply Chain aspect of the projects which includes budgeting, procurement, and project implementation planning, etc
• Make certain that all supply Chain requirements are delivered following timescales set and agreed upon with program managers.
• Coordination and Support to Programmes.
• Directly plan, lead, and monitor the activities of procurement, warehouse, and fleet management units.
• Ensure SCI supply chain ERP systems are implemented as per the standard.
• Oversee the implementation and monitoring of procurement processes and ensure conformity to procedures and timely delivery of goods and services.
• Ensures up-to-date procurement tracker in place and consistently communicated to the respective budget holders (requesters)
• Work with the Country Supply Chain Team; Supply Chain Functional managers (Procurement, warehouse, Fleet, and Construction managers) as well as with the Country office Supply Chain specialist to maintain efficient and effective program delivery.
• Conducting periodic market assessments in defined procurement locations, including gathering information from the market and peer agencies
• Overseeing all tender processes for SCI Bale Field Office
• Working with stakeholders to define specifications and decision-making criteria for all tenders.
• Understanding various aspects (including the legal aspects) of organizational Terms and conditions and being able to negotiate these with suppliers.
• Regularly review program logistical requirements and ensure that program works are carried out most efficiently and cost-effectively.
• Provide support and work closely with the program/ project heads in developing a procurement plan.
• Prepare and submit scheduled monthly field office logistics (Procurement, Fleet, asset & warehouse) reports to the country office.
• Assist in conducting a market survey of goods, services, and works and establishing vendor registration database, and framework agreements for commonly procured items for Bale FO
• Establish FWA within in FO threshold limit.
• Ensure financial benefits gained from procurement are captured and reported on time.
• Coordinate and manage all procurement requirements and provide adequate and timely logistical support to the field office including timely transport and delivery of services and supplies.
• Ensure compliance with donor rules and SCI procedures for warehousing and inventory management.
• Establish and maintain accurate and up-to-date fixed asset register records in the field office.
• Directly involved in the tender management of high-value transactions and construction works.
• Ensure accountability to donors and beneficiaries through the implementation of regular reporting and strong control mechanisms.
• Manage community-level rented Warehouses.
• Monitor, Organize, and submit all rental and Agency-owned vehicles Log sheets to the CO fleet unit before due dates.
• Reporting Requirement
• Preparing quality and timely FO Supply Chain reports to the Area Office Supply
• Chain and the Head of Field Office detailing all Supply Chain activities including procurement trackers, vehicle performance & fuel, stock reporting, asset register updates, staff issues, and other relevant information.
• Also, will report to the CO Supply Chain unit as demanded

Job Qualifications:

Essential

• A minimum of 5 years experience in the Management of the entire Supply chain / Logistics function and preferably in the INGO environment, including significant field operations experience running both development and emergency programs.
• Minimum Qualified for BA Degree or equivalent in Supply Chain Management, Development Studies, or other business management fields
• Field-level experience in procurements and logistics for INGOs in international development and emergency programs
• 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 in solving complex issues through analysis, the 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.
• 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)

Desirable;

• Excellent communication & interpersonal skills
• Computer skills, especially Microsoft Office
• To meet the value system, the post holder is expected to demonstrate the following competencies on an ongoing basis.
• Leading Delivering result: Takes personal responsibility and holds others to account to deliver our ambitious goals for children, continually improving our performance or that of the team/organization.
• Thinking applying technical and professional expertise: Applies the required technical and professional expertise to the highest standards; promotes and shares best practices within and outside the organization.
• Engaging
• 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.
• 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 Holds suppliers accountable to deliver on their responsibilities.

SC Core Values: Accountability, Ambition, Collaboration, Creativity, and Integrity.

Ambition:

Sets ambitious and challenging goals for themselves and takes responsibility for their personal development.
Widely shares their vision for Save the Children, and engages and motivates others.
Future-orientated, thinks strategically and on a global scale.
Collaboration:

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.
Creativity:

Develops and encourages new and innovative solutions.
Cuts away bureaucracy and encourages an entrepreneurial approach.
Integrity:

Honest, encourages openness and transparency, and builds trust and confidence.
Displays consistent excellent judgment.