Supply Chain Officer ( National)

TITLE: Supply Chain Officer

TEAM/PROGRAMME: Main Office & GoS

LOCATION: Main Office (Amman)

GRADE: 5

CONTRACT LENGTH: 1 Year

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 Officer is 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-SRO

Staff reporting to this post:

• NA

Procurement Management in the SRO – Main Office (35%)

• Support the Roving Supply Chain Coordinator in developing yearly Procurement plans to ensure efficient and effective implementation of Supply Chain Management and Procurement tasks.
• Implement Supply chain and procurement plans to ensure that the supply chain function across SRO- Main office is supporting other functions in delivering our intended programs
• Review and amend Supply Chain and Procurement Plans on Monthly bases to ensure alignment with Supply Chain and Procurement Strategy and programs strategy and implementation
• Liaise with programme /operations team members and advise about best ways to procure goods ensuring quality control and conformity with required specifications.
• Implement the SCI Procurement Manual and SRO Procurement Policy to ensure highest levels of compliance.
• Uphold and promote the understanding of the SCI Procurement Manual and Procurement policy and provide trainings and briefings for other staff to understand and apply the guidelines
• 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
7. Management of SRO- Main office suppliers Data Base

• Ensure Market Solicitation tools are prepared with accurate information that can lead to accountability, transparency, fair competition, and best value for money.
• Develop and maintain strong and professional relationship with different suppliers
• Enhance SRO Supplier’s database through constant identification of potential suppliers and regular evaluation for existing suppliers’ performance.
• Liaise with Compliance team to get our Main Office suppliers cleared by issuing vetting requests that are aligned with our vetting process procedures
• Plan and Implement negotiation strategies to achieve financial benefits and track these benefits in our BAF Tracker.

Supply Chain and Procurement Management – SRO Main Office Partners (35%)

• Support various programs in tracking procurement progress under different projects through developing and using procurement trackers.
• Support partners in implementing procurement policies through:

1. Arrange and conduct procurement sessions to build up the capacity of our partners and ensure full understanding of SCI procurement manual to empower them to deliver quality programs through compliant procedures.
2. Provide guidance for Ad-hoc requests and urgent matters
3. Review all procurements above 1000 USD prior to engaging with suppliers to ensure compliance with our policies and procedures.
4. Forward all vetting requests to our compliance team to ensure all partner’s suppliers are cleared in terms of Vetting.
5. Conduct Weekly/ Monthly Call to discuss procurement progress, identify any risks and develop a plan to mitigate any associated risk.
6. Review submitted procurement tracker and check performance against procurement plans.

• Support Awards in the Kick-off and close out of projects through:

1. Conducting Kick-off meetings
2. Track Assets/ General Equipment purchased under various projects
3. Prepare Asset/ General Equipment donation certificate/ transfer certificate
4. In case of any suspension, liaise with the partner and finance team to track total amount of commitment procurements

• Support Partnership team in assessing partners performance through conducting quarterly assessment performance.
• Support Partnership team in assessing partners ability to implement projects through using PAT tool that identifies Partners capacity in terms of Supply Chain and procurement Management.

Fleet and Asset Management – SRO Main Office (10%)

• Support the Roving Supply Chain Coordinator in developing yearly Asset and Disposal plans to ensure efficient and effective implementation of Asset Management.
• Implement Asset procurement plan to ensure that needed assets are available for SRO – Main office’s staff.
• Ensure that the acquisition of assets in close adherence with our global requirement and standards.
• Coordinate with International Regional Unit on International Procurement whenever required
• Ensure that all SRO assets are registered and maintained in our Asset Register where all assets are logged, issued with unique asset numbers and cards and are tracked throughout the Area Office
• Ensure implantation of fleet management systems to ensure accountable, efficient use and allocation of the vehicle fleet

Reporting and information Management – SRO Main Office (10%)

• Update, review and submit Monthly reports including Procurement Tracker, BAF Tracker, Asset Register & Fleet Tracker
• Monitor Key Performance Indicators (KPI’s) Metrics to track our office’s performance
• Use SCI SharePoint platform to archive all Supply Chain documents
• Use the SharePoint information management platform to record all documents and ensure all relevant and most updated information are available at any time within the platform.

Coach and build up the capacity of SCI Staff and Supply Chain Function (10%)

• Provide coaching and support to SCI staff in matters related to Supply Chain Management.
• Provide coaching and support to Supply Chain colleague
• Identify areas for development within the team, and propose plans to improve function’s performance

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

• 2-3 years of experience in Supply Chain Management, preferably withing humanitarian organizations sector
• Fluency in Arabic and English – written and verbal.
• Strong organization and negotiation skills and good attention to details.

Additional job responsibilities: The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

Equal Opportunities: The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.

Child Safeguarding: We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

Safeguarding our Staff: The post holder is required to carry out the duties in accordance with the SCI anti-harassment policy

Health and Safety: The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.