Supply Chain Assistant ( National)

TITLE: Supply Chain Assistant

TEAM/PROGRAMME: Main Office & South Central Operations

LOCATION: Main Office (Amman)

GRADE: 6

CONTRACT LENGTH: 6 months

CHILD SAFEGUARDING: (select only one)

Level 3: the post holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.

ROLE PURPOSE:

The purpose of the Supply Chain Assistant is to support the Supply Chain Officer to plan, monitor and execute the sourcing function to facilitate accountable and efficient procurement of goods services and works for Save the Children in terms of administrative spend and programmatic spend to deliver value for children and the beneficiaries

In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

SCOPE OF ROLE:

Reports to: Roving Supply Chain Coordinator

Staff reporting to this post:

• NA

KEY AREAS OF ACCOUNTABILITY :

Discharge the Procurement function in the Main Office and Partners (50%)

• Support the Supply Chain Officer to Pursue and review Procurement Plans for approved Awards to gain visibility into the Program portfolio, receive/review Purchase Requests to accelerate program delivery.
• Support the Supply Chain Officer to Develop, review and update Procurement Plan for Syria Main Office in coordination with different SRO departments to ensure implementing effective and efficient procurement processes.
• Support the Supply Chain Officer to Liaise with programme /operations team members and advise about best ways to procure goods ensuring quality control and conformity with required specifications.
• Uphold and promote the understanding of the SCI Procurement Manual, Procurement policy and provide trainings and briefings for other staff to understand and apply the guidelines.
• Enhance SRO Supplier’s database through constant identification of potential suppliers and regular evaluation for existing suppliers’ performance.
• Develop and maintain strong and professional relationship with different suppliers
• Perform operational purchasing activities including but not limited to:

1. Review Purchase Requests received to ensure accuracy of specs provided
2. Issue Request for Quotation/ Proposal in compliance with SCI procedures
3. Assess quotation received and prepare CBA providing recommendation for award
4. In case of Formal quotation, schedule procurement evaluation sessions , populate CBAs and Tender Committee minutes are compiled accurately detailing analysis of how bidders were eliminated and or selected
5. Draft and Issue Purchase Orders, Contracts and FWAs in accordance with SCI policies and procedures
6. Administer existing FWAs and contracts

• Respond and support in Ad-hoc requests received from various SRO staff
• Maintain updated asset register and support in asset management activities
• Support the Supply Chain Officer to Identify opportunities for saving, prepare Benefit Analysis repot and register benefit recognized in BAF Tracker
• Support the Supply Chain Officer to regularly update Procurement Tracker in order to track status of each purchase.

b) Support Partner’s Procurement Review Processes- 30%

• Support partner teams to have strong understanding of Partners Procurement guidelines including:

-Work Plans for each new SGA/SAA after Kick Off Meetings

-Supply Chain Dashboard & Procurement Tracker reports for Partners

-Vendor databases-Continuous Expansion

-Establishment of Long Term Frame Work Agreements

-Updating of Asset registers with correct information

-Close Out Plans

• Support the Supply Chain Officer to Provide supply chain training and capacity building for all partners to empower them to deliver quality programs through compliant procedures
• Review and approve procurements conducted by partners in order to assess compliance with SCI policies and procedures
• Review vetting requests to ensure accuracy of information submitted and forward these request to SCI compliance team
• Provide support in any Ad-hoc request received from partners.
• Support the Supply Chain Officer to Support PDQ team in the regular Partner’s assessment

c) Information Management-20%

• Support the Supply Chain Officer to Prepare, review and submit Monthly reports including Procurement Tracker, Supplier Database, Waiver Tracker, BAF Tracker and Asset Register
• Use SCI SharePoint platform to archive all Supply Chain documents in good resolution

The post-holder will comply with Save the Children policies and practice with respect to child guarding, code of conduct, Anti-harassment, fraud, health and safety, equal opportunities and other relevant policies and procedures.

BEHAVIOURS (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.

Ambition:

• widely shares their personal vision for Save the Children, engages and motivates others

Collaboration:

• builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters

Creativity:

• develops and encourages new and innovative solutions

Integrity:

• honest, encourages openness and transparency; demonstrates highest levels of integrity

QUALIFICATIONS

Essential:

University degree in logistics, supply chain, industrial engineering, or any relevant field of study or equivalent experience.

Good communication and influencing skills.

Ability to effectively communicate, work in and contribute to team building environment

Computer literacy including the use of Microsoft Word and Excel.

Understanding and commitment to Save the Children aims, values and principles

EXPERIENCE AND SKILLS

Minimum 1 year of experience in Supply Chain Management.

Fluency in Arabic and English – written and verbal.

Strong organization and negotiation skills and good attention to details.