Tag: Malawi

LOCATION:  Zomba

CHILD SAFEGUARDING: 

Level 3:  the role 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 in country programs; or are visiting country programs; ore because they are responsible for implementing the vetting process staff.

ROLE PURPOSE: 

The Supply Chain Officer [Buying or Sourcing] is responsible for the procurements of goods and services within Country and Area Office based on needs of Save the Children’s programmes, managing requests and relations for a complex portfolio of programmes. The Supply Chain Officer will also support the SCI Senior Supply Chain manager 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.

 Supply Chain Officer will oversee procurement, warehousing, fleet and management in their respective regions. As an integral member of the Area Management Team, the Supply Chain Officer will provide day-to-day Supply Chain support to the programme by undertaking technical and practical operational tasks to ensure smooth, safe and efficient operation of logistical activities.

SCOPE OF ROLE: 

Reports to: Senior Supply Chain Manager 

KEY AREAS OF ACCOUNTABILITY: 

Strategy

• Contribute to development of the Country Supply Chain Strategy 
• Remain aware of the evolving security situation, adapting Supply Chain activities accordingly and ensuring new emergencies in the area of operations are effectively supported.
• Monitor supply chain KPIs on a weekly basis and share management information to Senior Supply Chain manager

 Procurement

• Ensure that all procurements within the CO and Area Offices are conducted in an efficient and transparent manner, in line with procurement policy & scheme of delegation of the country office.
• Conduct E –sourcing/procurements activities at the CO and Area offices. 
• Participate in procurement planning and ensure that all procurement plans are in place, and are correctly filled, considering correct categorisation and pricing
• Work with Project Managers and Budget holders to ensure that both local and international procurements request are placed in line with the procurement plans and with accurate lead times
• Monitor performance of procurement teams as well as suppliers and ensure that measures are in place to deal with delays and non-performance.
•  Ensure that Framework Agreements are well managed and maintained, and regularly updated.  

Inventories and Stock Management

• Ensure that all procured materials are properly stored and recorded and that all warehouse policies conform to SCI policies and procedures.
• Perform regular spot checks to ensure that the movement of inventories to or from the warehouses is accurately documented; authorised and necessary paper work is done as per procedure.
• Ensure that warehouse staff record movement of supplies in Total Inventory Management (TIM) and that the data in TIM matches with the with physical stock balances
• In coordination with Senior Supply Chain manager, ensure monthly Stock expired under SOF report and technical guidance to programs
• Train warehouse staff as required in managing and documenting the receipt, handling, storage, release and reporting of Programme supplies as well as Gift in Kind that come through the SCI warehouse(s).
• Responsible for timely consolidation of monthly inventories, checking its accurateness and sharing it with Senior Supply Chain Manager and the relevant programme staff 

Fleet Management 

• In coordination with Fleet Officers, responsible for the Management of vehicles and motorcycle fleets in line with Save the Children International standards.
• Serve as a focal point for vehicle rental contracted supplier and issue Purchase Orders for vehicle rentals per program needs. 
• Put in place a system to brief drivers and ensure that they follow SCI regulations and policies. 

Filing and Reporting 

• Implement standard Save the Children Supply Chain procedures systems in each office and train other supply chain staff for creating and using the e – filing system and on share point.
• Coordinate with Senior Supply Chain manager to ensure that monthly Supply Chain reports are produced and disseminated on time. 
• Ensure that all paper work is kept according to the policies and procedures of the organisation and filed neatly with supporting documents in respective files. 

Systems, Tools and Processes

• Promote and ensure compliance to our Procurement Policy,        Procedures and quality standards
• Provide ProSave support and procurement advice for  requesters. 
• Support the Senior Supply Chain manager in the review and update of price lists,  supplier information/ vetting and specification of goods and services in ProSave
• Support the Senior Supply Chain manager in turning Framework Agreements and Contracts into online catalogues in ProSave that staff can order from directly
• Working with the supply base to ready them/support them for sourcing and ordering through ProSave

COMPETENCIES AND BEHAVIOURS 

Delivering Results (Accomplished)

• Maintains a broad strategic perspective at the same time as an awareness of the detail of a situation 
• Establishes clear and compelling objectives with teams and individuals and monitors progress and performance 
• Creates and applies measures and metrics to track performance 
• Holds others accountable for achieving results and challenges underperformance 
• Demonstrates financial awareness and a concern for cost effectiveness 

Developing Self and Others (Accomplished)

• Gives regular positive and constructive feedback to others 
• Identifies clear development needs and development plans through regular constructive reviews of their own performance (and their team’s where appropriate) 
• Creates space for others to learn and provides challenging and stretching tasks and assignments when people are ready for them 
• Coaches others to learn from their experiences on the job and to use the resources available to them 

Problem Solving & Decision Making (Skilled)

• Gathers the right information and uses critical thinking to make effective and timely decisions
• Knows when to involve others in a decision
• Simplifies processes and procedures wherever possible

Applying Technical & Professional Expertise (Skilled)

• Delivers work that reflects a good knowledge and application of technical and professional standards
• Keeps up to date with trends in their work area
• Maintains ethical and professional behaviour in accordance with relevant codes of conducts

Working Effectively With Others (Accomplished)

• Enables people from a wide range of backgrounds and perspectives to contribute to positive outcomes 
• Breaks down silo working and challenges behaviours that are not collaborative 
• Knows when to follow and lend leadership to strengthen other leaders 
• Recognises when trust is broken and seeks to resolve conflict and re-establish trust

QUALIFICATIONS AND EXPERIENCE

• Bachelor Degree or equivalent in relevant field.
• A level of professional certification CIPS or any other equivalent in Supply Chain Management is an added advantage
• Progressive 3-5 years of experience in leadership handling Supply Chain in an INGO.
• Fluency in written and spoken English.
• Must have strong  reporting, communication skills, and excellent computer skills in MS Word & Excel.
• Experience in use of Enterprise Resource Management Systems (E- Procurement, Inventory management and Fleet management systems).
• Knowledge & experience of dealing with service providers and contractors.
• Ability to work under pressure to deadlines.
• Ability to work independently on his or her own initiative
• Strong team skills

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.