TITLE: Supply Chain Assistant (Sourcing)
Level 2: either the post holder will have access to personal data about children and/or young people as part of their work; or the post holder will be working in a ‘regulated’ position (accountant, barrister, solicitor, legal executive); therefore a police check will be required (at ‘standard’ level in the UK or equivalent in other countries).
The Procurement Assistant is responsible for the sourcing of goods and services within CO and FO based on needs of Save the Children’s programmes, managing requests and relations for a complex portfolio of programmes. The Procurement Officer will also support the SCI Supply Chain Coordinator (sourcing) in supply market research and analysis, running quotations / tenders and setting up Contracts or Framework Agreements for key supplies and services to ensure value for money is achieved through best in sector sourcing strategies and Procurement processes.
SCOPE OF ROLE:
Save the Children has been operational in Tanzania since 1986 with an initial presence in Zanzibar and now extending to the Mainland with multi-sector programming. We are working with the government, local organizations and other international agencies to reduce child malnutrition, improve maternal, newborn and child health services, support and strengthen early childhood development, primary, alternative and inclusive education and educational systems. We strengthen child protection systems for vulnerable children, promote children’s participation and contribution to policy and resource allocation for services which concern them, support, and respond to emergencies
Reports to: Supply Chain Co-ordinator
Staff reporting to this post: None
KEY AREAS OF ACCOUNTABILITY :
Support the delivery of SCI sourcing strategy
- Under direction of the line manager, undertake supply market research and analysis, run quotations/tenders and set up Contracts, Pre-Qualified Suppliers and/or Framework Agreements where appropriate for key supplies.
- Provide Procurement advice and support to field offices.
Sourcing of goods and services
- Manage Sourcing of services for the CO programme in line with SCI Procurement policies, processes and quality standards through supervision of Procurement Requests, Requests for Quotation, Comparative Bids Analysis, Procurement Committee and Purchase Order processes.
- Ensure overall best value for money is achieved through a competitive and transparent Procurement process considering quality, availability, time frame, transport and storage costs and technically advise the Procurement Committee accordingly.
- Assists the Supply Chain Coordinator (Sourcing) to ensure Procurement Committees in all field offices are established where required and that they fully understand and undertake their responsibilities at all times.
- Develop strong relations with field office programmes to support them in improving their ordering practices and review all Procurement Plans together with the line manager.
Team Management and Capacity Building
- Develop strong relationships with CO and field office programmes to support them in improving their Procurement practices
- Support the line manager in the production of management information reports on a monthly and quarterly basis, including data analysis and recommendations on improving the efficiency of sourcing services
- Ensuring all financial benefits from sourcing are documented and tracked.
- Promote and ensure compliance to our Procurement Policy, Procedures and quality standards
- Implement and ensure compliance to our Procurement Policy, Procurement Manual and established Procurement Procedures
- While the majority of work will be carried out in the CO– h/she may be required to make occasional support visits to field offices.
- Support the Coordinator to prepare renewal of lease agreements for office buildings, apartments and houses in Dar es Salaam and field offices.
- Management of the office building and furniture – maintenance and repairs supervision, inventory management
- 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 – 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.
- sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
- widely shares their personal vision for Save the Children, engages and motivates others
- future orientated, thinks strategically and on a global scale.
- builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
- values diversity, sees it as a source of competitive strength
- Approachable, good listener, easy to talk to.
- develops and encourages new and innovative solutions
- willing to take disciplined risks.
- honest, encourages openness and transparency; demonstrates highest levels of integrity
- Diploma in supply chain management, procurement or Chartered Institute of Purchasing & Supply (CIPS)/ (PSPTB) or equivalent Experience
EXPERIENCE AND SKILLS
- Minimum of 2 years of relevant experience working in Procurement, preferably in an NGO/and/or development program, with in depth experience in managing complex sourcing processes and supplier relationships
- Ideally knowledge of procurement processes, rules and regulations in the INGO/UN System
- Highly developed interpersonal and communication skills including influencing, negotiation and coaching.
- Highly developed cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures.
- Experience in supply chain management in an emergency environment focusing on Procurement,
- Ability and willingness to dramatically change work practices and hours, and work with incoming surge teams, in the event of emergencies.
- Willingness to undertake field travel as required and work in difficult environments according to travel environments
- Fluency in written and spoken English
- Commitment to and understanding of Save the Children’s aims, values and principles
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.
The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.
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.