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: 

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.

SCOPE OF ROLE: 

Reports to: Supply Chain Coordinator

Dimensions:

Number of direct reports: 3

KEY AREAS OF ACCOUNTABILITY:

Technical/Operational

1. 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.
2. Conduct regular market surveys of goods and services; establish and maintain a well-defined Supplier database by initiating tender processes.
3. Review procurement documents for correctness, transparency and full compliance with Audit and internal procedures and regulations.
4. 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.
5. Prepare bidding documents for every purchase with respect to procurement threshold.
6. Provide technical support to program staffs on procurement related issues.
7. Regularly collect price lists for most frequently procured items and update it in quarterly basis.
8. Organize regular (Weekly, monthly and quarterly) procurement activity reports (tracker) and submit to Procurement Coordinator.
9. Advise on best sources of supply and freighting options.
10. Ensure all appropriate due diligence checks and risk assessments are carried out in line with organizational policy.
11. 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.
12. 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.
13. Make suppliers aware of Save the Children values and their need to comply as part of agreements.
14. 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.
15. Makes sure facility management of the office is per the SCI standard and regular maintenance is carried on periodically.
16. Facilitate all travel arrangement support to visitors, consultants, guests from both the field and from overseas including hotel bookings, travel arrangement, etc
17. Any other duties as assigned by the line manager and/or the SCI management.

SKILLS AND BEHAVIOURS (our Values in Practice)

Accountability:

1. Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values.
2. 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 capacity to improve performance and applying appropriate measures when results are not achieved.

Ambition:

1. Sets ambitious and challenging goals for himself/herself (and their team).
2. Takes responsibility for his/her own personal actions and encourages others to do the same.
3. Widely shares his/her personal vision for Save the Children, engages and motivates others.
4. Future-orientated, thinks strategically.

Collaboration:

1. Builds and maintains effective relationships, his/her team, colleagues, members and external partners and supporters.
2. Values diversity sees it as a source of competitive strength.
3. Approachable, good listener, easy to talk to.

Creativity:

1. Develops and encourages new and innovative solutions.
2. Willing to take disciplined risk.

Integrity:

1. Honest, encourages openness and transparency.

QUALIFICATIONS AND EXPERIENCE

To be considered for the position, applicants should have:

1. BA/BSC degree in management, procurement/supplies management Accounting and other related fields.
2. Field level experience in procurements and logistics for INGOs in international development and emergency programmes
3. Knowledge of key institutional donors and their compliance requirements in respect of logistics and procurement
4. Highly developed interpersonal and communication skills including influencing, negotiation and coaching.
5. Experience of solving complex issues through analysis, definition of a clear way forward and ensuring buy in.
6. Commitment to Save the Children values.
7. 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.
8. Highly organized with good administration skills for order and information management, able to develop filing systems and databases to ensure an auditable trail.
9. A high level of computer literacy (word, excel, ppt etc.)

Desirable 

Knowledge of the area and region where the post is located.

KNOWLEDGE SKILLS AND ABILITY

• Strong accounting and analytical 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