TEAM/PROGRAMME: Operations
Duty base: North Area Office: Dessie
GRADE: 3A1
CONTRACT LENGTH: One year with Possibility of Extension
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) Coordinator because they work in country programs; or are visiting country programs; ore because they are responsible for implementing the police checking/vetting process staff.
Risk and Compliance:
The role holder is required to carry out the duties in accordance with the SCI Fraud, Bribery, and Corruption policy and code of conduct. The key responsibilities include understanding and complying with the SCI policies and procedures, not committing any act of fraud, bribery, or corruption, understanding risks in their area/role, and implementing mitigation measures, report any suspected fraud, bribery, or corruption immediately, declare conflicts of interest in accordance with internal procedures and complete mandatory training related to ethics and anti-fraud measures.
ROLE PURPOSE:
The Sr. Supply Chain Coordinator will ensure an effective and accountable Supply Chain/Supply Chain support system is in place in line with the Save the Children’s global as well as SC-Ethiopia’s national policies and procedures of the field office. The post holder will also be responsible for the overall Management and implementation of effective procurement, fleet, Admin, warehousing and asset management practices of the field office.
SCOPE OF ROLE:
Reports to: Area Manager-North
Dimensions: North Area Office is located in Dessie, and the area office will cover operations in Amhara, Tigray and Afar.
Number of indirect/functional reports: Field office Supply Chain Sr. Officers, Project office Supply chain Officers, warehouse & fleet officers, and procurement officers/assistants.
KEY AREAS OF ACCOUNTABILITY:
Supply Chain/Supply Chain Responsibilities
Strategic level responsibilities
- Provide leadership in the management of all Development and Emergency Supply Chain functions in Amhara, Tigray, and Afar regional states.
- Lead in producing a quality Supply Chain plan including the identification of necessary resources,
- Manage and support Supply Chain staff including ensuring appropriate team structures, clear division of responsibilities, clear objectives, and management of performance
- Provide advice and support to senior management on Supply Chain Management issues
- Work closely with Country Supply Chain Head/Director; Supply Chain Functional managers (Procurement, warehouse, Fleet and Construction managers) as well as with the Country office supply chain systems coordinator, for maintaining efficient and effective programme delivery;
- Ensure an effective and accountable Supply Chain support systems in place in line with the SCI’s global as well as SC-Ethiopia’s national supply chain related policies and procedures. The post holder will also be responsible for the overall management and implementation of effective procurement, fleet, , warehousing, construction and asset management practices in the field/project office.
- Implement Supply Chain strategy developed by the Country Office concerning the field Office and project office Operations;
- Responsible for area office, filed office and project office level supply chain system application, maintenance, capacity training for all staff and country office communication. Supply chain systems include, ProSave, ProFleet (GlideGO), TIM, eAsset, eWaiver and all other systems included in save the children Ethiopia country office team site.
- Ensure procurement role matrix is applied effectively across the area office
- Plan and implement an effective purchase order management and tracking system at the field office level for local and national orders and organize schedules for Framework, bulk and any other economical purchases
- Directly involved in the operational planning mainly the supply Chain aspect of the projects which includes budgeting, procurement and project implementation planning, etc.
- Make certain that all supply Chain requirements are delivered in accordance with timescales set and agreed with programme managers
Coordination and Support to Programmes
- Ensure that Save the Children’s supply chain standards and systems are fully addressed and procedures are adhered as per the guideline of warehousing, supply/stock movement control, freight management, asset management, as well as documentation, filling and reporting mechanisms are to the standard and fully implemented in the field office;
- Oversee the implementation and monitoring of procurement processes and ensure conformity to procedures and timely delivery of goods and services. Ensures up-to-date procurement tracker in place and consistently communicated to the respective budget holders (requesters)
- Conducting periodic market assessments in defined procurement locations, including gathering information from the market and peer agencies
- Working with stakeholders to define specifications and decision-making criteria for all tenders
- Understanding various aspects (including the legal aspects) of organizational Terms & Conditions, and being able to negotiate these with suppliers
- Regularly review programmes supply chain requirements and ensure that programme works are carried out in the most efficient and cost-effective manner;
- Provide support and work closely with the program/ project heads in developing procurement plan;
- Prepare and submit scheduled monthly field office Supply Chain (Procurement, Fleet, asset & warehouse) reports to the country office;
- Ensure and responsible for proper fleet operation, including fleet planning, vehicle assignment, maintenance, drivers management, road safety and collaborate with fleet initiatives.
- Provide supervisory support to all warehouse operations at area office, filed office and project office level
- Provide supervisory support to all construction operations at area office, filed office and project office level
- Assist in conducting market survey of goods, services and works and establishing vender registration database, and framework agreements for commonly procured items in the region;
- Manage all procurement requirements and provide adequate and timely logistical support to the field office including timely transport and delivery of services and supplies;
- Responsible for assessing and advising on logistical needs for new and existing projects in collaboration with all program and project team;
- Ensure compliance with donor rules for procurement, warehousing and Asset, construction and inventory management;
- Establish and maintain accurate and up-to-date fixed asset register records in the field office
- Directly involve in the tender management of high value transaction and construction works;
- ensure accountability to donors and beneficiaries through implementation of regular reporting and strong control mechanisms;
- Counter checks combined analysis of bids and payments to contractors.
Staff management : functional level lead, manage and motivate fleet, warehouse, procurement and staff and ensure that they have clear work plans and objectives and receive regular supervision and reviews; Build their capacity through the use of effective training, performance management frameworks and development plan.
Reporting : Preparing a monthly ‘Supply Chain/Supply Chain Report’ to the Supply Chain Head/Director and Field Office Manager (POM) detailing all supply Chain activities functional leads including procurement trackers, vehicle performance, mainatenance & fuel usage, stock reporting, asset register updates, staff issues, and other relevant information;
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
- A minimum of 6 years’ experience in Management of Supply chain / Supply Chain and preferably in the NGO environment, including significant field operations experience running both development and emergency programs;
- MA/BA Degree or equivalent in Management, and Supply Chain Management, Procurement, engineering fields
- Specialization Diploma/certificate courses in Supply Chain strongly preferred;
- A good understanding of Basic service programs and a working knowledge of the Country program priorities;
- Substantial experience in Supply Chain, including procurement, supply chain, fleet management & inventory;
- Ability to analyse information, evaluate options and to think and plan strategically;
- Excellent interpersonal, communication and presentation skills;
- Fluency in written and spoken English;
- Ability and willingness to change work practices and hours, and work with incoming teams in the event of major emergencies;
- Commitment to and understanding of Save the Children’s aims, values and principles including rights-based approaches;
- Willingness and ability to travel extensively in country; and extensively within North area office
- Considerable experience in people Management
- Considerable experience in Budget Management
- Good skill in emotional intelligence and continuous self-learning
- Very good skill in influencing others and conflict management
Desirable
- excellent communication & interpersonal skill
- Computer skills, especially Microsoft Office
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.
Health and Safety
- The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.
