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: – Supply Chain Officer

The Supply Chain officer will ensure effective and accountable Supply chain functions are in place in line with the Nekemte project office for the Humanitarian responses. The post holder will also be responsible for the overall coordination and implementation of efficient and effective supply-chain management and performances, which includes overseeing: fleets, procurement warehousing, (GIKs), and assets management practices under the project office and has a functional relationship with South Area Office.

SCOPE OF ROLE:

Reports to: Project office Operation Manager

Staff directly reporting to this post: Office attendants, storekeepers, and Drivers.

• 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 staff.
• Prepare bidding documents for every purchase concerning the procurement threshold.
• Provide technical support to program staff on procurement-related issues.
• Regularly collect price lists for the most frequently procured items and update them every quarter.
• Organize regular (Weekly, monthly, and quarterly) procurement activity reports (tracker) and submit them 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 Supply chain 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 them to the procurement coordinator.
• Ensure professional management of all suppliers including maintaining good supplier relations and supplier performance reviews against key performance indicators. Regularly update this information to POM.
• 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 a 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, and guests from both the field and from overseas including hotel bookings, travel arrangements, etc.
• Ensure assets are managed and used for the intended purposes, losses and damages are reported, assets register is updated, used assets are disposed of in consultation with country assets management officer, assets are tagged, and counted yearly;
• Make sure all program stock data are entered into TIM, stocks are utilized before the end date of the SOFs.
• Make sure mid and end-of-year stocks count are done as communicated by the country office.
• Ensure all warehousing documents are properly handled in a manner auditable;
• Ensure manual GRNs and SRFs are used for admin stocks.
• Provide technical and managerial support to fleet and warehousing personnel;
• Make sure all inventories, assets, and GIK reports are submitted to the country office in the time due.
• Make sure efficient and effective fleets management has adhered to SCI fleet standards and procedures
• Fleet running costs, fuel, garage, lubricants, driver management, and staff safety are managed and reported.
• Relevant staff management under his/her supervision
• Managing the ProSave procurement system as per the required KPIs/standards.
• Facilitating and managing Admin operation needs for the project Office

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 SCI Filed Offices 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 his/herself takes responsibility for his or her development and encourages others to do the same
• Widely shares their vision for Save the Children, engages and motivates others
• Future-orientated thinks strategically

Collaboration

• Builds and maintains effective relationships, with their team, colleagues, members, 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

MINIMUM QUALIFICATIONS, EXPERIENCE, COMPETENCIES

QUALIFICATION

• Experience in Emergency programs is Advantageous
• BA/BCS degree or equivalent in management, Supply chain, and logistics, Development Studies or other social sciences
• Recommended a minimum of 3 years’ experience in the management of Supply chain function in INGO including significant field operations experience running both development and emergency programs
• A good understanding of Basic service programs and a working knowledge of the Country’s program priorities
• Substantial experience in Supply chain
• Ability to analyse information, evaluate options, and think and plan strategically Excellent interpersonal, communication, and presentation skills
• Fluency in written and spoken English
• Ability and willingness to change work practices and hours, and work with incoming teams in the event of major emergencies
• Commitment to and understanding of Save the Children’s aims, values, and principles including rights-based approaches
• Willingness and ability to travel extensively in the country
• Willingness to work in complex work environments

KNOWLEDGE SKILLS AND ABILITY

• Strong training skill
• Willingness and ability to dramatically change work practices, flexibility in working long hours, and ability to work with incoming surge teams;
• Excellent interpersonal, communication, and presentation skills;
• Fluency in written and spoken English;
• Commitment to Save the Children values
• Teams, in the event of emergencies