Senior Supply Chain and Admin Officer

KEY AREAS OF ACCOUNTABILITY:

1. Procurement Management
• Ensure that all procurement is done in an appropriate, efficiently, timely and transparent manner as per Save the Children policies, procedure and donor requirements
• Facilitate procurement planning with programs to ensure timely acquisition and delivery of required items.
• Facilitate vendor prequalification, tendering processes, bid evaluations, and contract negotiations.
• Ensure timely processing of purchase requisitions, preparation of RFQs/ITTs, and issuance of POs or service contracts.
• Ensure that procurement files are complete, well-documented, and audit-ready, including bid evaluation minutes, contracts, and delivery records.
• Work closely with finance to ensure timely payment of vendors and reconciliation of procurement records.
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2. Warehousing and Inventory Management
• Supervise the receipt of goods, ensure quality inspections, and ensure confirmation of deliveries against POs by liaising with Program requestors.
• Ensure accurate stock records through stock cards, bin cards, and TIM
• Ensure regular stock counts (mid-year and Year-end) and provide reconciliations as necessary.
• Maintain clear segregation of stock types (program supplies, office materials, NFIs) and enforce FEFO/expiry control for consumables.
• Monitor warehouse security, hygiene, pest control, and safety measures including fire prevention equipment.
• Coordinate with the team and programs timely distribution of program supplies from warehouses.
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3. Fleet and Transport Management
• Ensure appropriate size and type of fleet in the FO and tracking daily operational needs.
• Ensure the maintenance of up-to-date vehicle documentation (registration, insurance, inspection).
• Monitor vehicle usage through logbooks, and fuel consumption is optimizes ensure cost-effective operations.
• Ensure with compliance schedules and safety standars for the vehicles.
• Investigate and report any vehicle accidents, incidents, or non-compliance.
• Ensure renting vehicles, safety aspects and train the rental drive if needed for the new driver with our log books.
• Ensure travel management of every personnel and visitors are well organized
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4. Asset and Equipment Management
• Ensure the maintenance an accurate and up-to-date asset register, ensuring each asset is tagged, recorded, and tracked.
• Support asset allocation, transfer, repair, disposal, and reassignment processes in line with SCI policy in coordination with CO Asset and Inventory coordinator.
• Ensure regular physical verifications of assets are carried out and reconcile discrepancies with asset records.
• Ensure the security and maintenance of high-value items such as IT equipment, generators, and communication devices.
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5. Office Administration and Facilities Support
• Manage day-to-day administrative support including office space, utilities, maintenance, and security.
• Oversee cleaning, repairs, and workspace organization to ensure a conducive working environment.
• Maintain records and renewals for lease agreements, insurance, licenses, service contracts, and office supplies.
• Provide induction and orientation for new staff on office procedures, facilities, and admin protocols.
• Monitor administrative expenditure and support budget planning for admin-related costs.
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6. Compliance, Coordination, and Reporting
• Ensure that all supply chain and admin operations follow SCI Policies and procedures and donor compliance requirements.
• Prepare and submit monthly reports covering procurement status, inventory, fleet usage, admin issues, and assets.
• Maintain clear documentation and filing systems (physical and digital) for all operational activities.

Staff Management :
• Manage Supply Chain and Admin team, define expectations, provide technical support as needed by team
• Manage the performance of supply chain staff through:
Effective use of performance Management System including the establishment of clear, measurable objective, ongoing feedback, periodic reviews and fair and unbiased evaluation
• Coaching, mentoring and other development opportunities
• Recognition and reward for outstanding performance
• Documentation of performance that is less than satisfactory with appropriate performance improvement /work plans.
• Incorporate staff development strategies and performance management system into team building process.
Involvement in developing high quality program

• Support Field Supply Chain staffs in all supply chain requirement to follow the policy and procedure
• Ensure goods and services procured or hired with cost effectiveness and good quality services.
• Ensure the visitors are supporteed to receive logistical supports from the host and service supply chain departments for mobile phone and accomodation purpose.
OTHERS:

• Other tasks that will assigned by Supply Chain Director/Head of Office in any case needed due to the urgency of requirement.
• Adhered to any guidance given towards the staffs development and capacity of team.
• Train his or her team to organized good and harmonize team work.
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 - 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.
Ambition:
• 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.
Collaboration:
• 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.
Creativity:
• develops and encourages new and innovative solutions
• willing to take disciplined risks.
Integrity:
• honest, encourages openness and transparency; demonstrates highest levels of integrity
QUALIFICATIONS
• Minimum of a Diploma or Bachelor's degree in Supply Chain Management, Business Administration, Logistics, or a related field.
• At least five (5) years of progressive experience in Supply Chain Management, including procurement and logistics, within a national or international NGO/INGO environment.
• Minimum of two (2) years of experience in Administration and Office Management, including office operations, lease management, facilities administration, and vendor coordination.
Experience and Skills
• Proven ability to plan, prioritize, and manage a substantial and diverse workload, including complex tasks in both development and humanitarian emergency contexts.
• Demonstrated experience working effectively in emergency responses, with the flexibility to adapt work priorities, schedules, and practices to meet evolving operational needs.
• Willingness and ability to work extended hours and collaborate with surge teams during emergency responses when required.
• Strong understanding of procurement processes, supply chain best practices, and administrative systems within humanitarian and development organizations.
• Excellent organizational, coordination, and time management skills, with the ability to manage multiple priorities and consistently meet tight deadlines.
• Strong analytical, problem-solving, decision-making, and planning skills, with attention to detail and a proactive approach to resolving operational challenges.
• Proven people management skills, including the ability to supervise, motivate, coach, mentor, and develop team members while fostering a positive and collaborative working environment.
• Demonstrated ability to build and maintain effective working relationships with colleagues, suppliers, partners, and stakeholders at all levels.
• Excellent interpersonal, written, verbal, and presentation skills, with the ability to communicate effectively across multidisciplinary teams.
• Sound knowledge and practical experience in general administration, including office management, facilities administration, lease management, and vendor coordination.
• High level of integrity, professionalism, and accountability, with a commitment to organizational values and ethical standards.
• Proficient in Microsoft Office applications (Excel, Word, PowerPoint, and Outlook); experience using ERP, procurement, or inventory management systems is highly desirable.
• Ability to work independently while contributing effectively as a team member in a multicultural and fast-paced environment.
• Fluency in English, both written and spoken, is required. Knowledge of local languages is an advantage.
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.