Supply Chain Assistant (Procurement)

TITLE: Supply Chain Assistant (Procurement) -Local Only

TEAM/PROGRAMME: Supply Chain/ Support

LOCATION: Sittwe Office, Rakhine

Number of Position: 1

GRADE: NAT-5

CONTRACT LENGTH: Fixed Term

CHILD SAFEGUARDING:

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 vetting process staff.

ROLE PURPOSE: The Supply Chain department in Rakhine provides a full range of supply chain services to the Rakhine field office program. The department is made up of several teams including the Procurement team who ensure goods and services required by the projects are sourced and procured in a transparent, efficient and accountable manner. The Procurement team handles all approved procurements and processes them according to the SCI and donors’ regulations in force. The Procurement Assistant will be accountable for the effective implementation of the Procurement Process under the SCI Sittwe,Rakhine while achieving the Best Value for Money. He/she will lead the procurement process for Goods/Services sourcing procurement process,Lease, consultancy service,etc..for SCI in Rakhine. Under the supervision of the Procurement Officer and with the technical support of Area Supply Chain Coordinator is responsible for planning, forecasting, preparing orders according to programme needs, following up with suppliers and or procurement agents from donors and receiving all Goods/Services according to the SCI procurement procedure.

SCOPE OF ROLE:

Reports to:Area Supply Chain Coordinator

Staff reporting to this post: Nil

Budget Responsibilities:No Financial Approval

Role Dimensions: No regular Contract

KEY AREAS OF ACCOUNTABILITY :

• Perform daily procurement activities as the procurement focal person in coordination with the requestor, budget approvers and suppliers as required in transparent manner.

• Responsible for getting all required signatures on procurement documents in relate with sourcing (e.g. PR, RFQ, RFP, CBA, PO/Contract, Payment authorization) in a way that follows SCI procedures and ensure that the processes are compliant with SCI policy and procedures.

• Assist ASCC for communicating with suppliers in order to get quotes, specifications and quality information for related procurement process for Goods / Services.

• Ensure all the suppliers are vetted before PO/Contract and regular monitoring of each procurement activities

• Receives invoices from suppliers, checking they are correct and complete, and forward payment requests together with all necessary supporting documentation to ASCC, monitoring the process to ensure payment is made on time to the supplier.

• Ensure the compliance of all Goods / Services buying procurement processes with supporting documents, especially before purchase orders and payment authorization stage.

• Make sure negotiations with suppliers are performed in efficient ways and in line with procurement policy and manuals while achieving the best value for money.

• Assist ASCC on conducting of local Market survey and price list survey.

• Regular updating related procurement process to procurement data administrator to get quality data for procurement KPI report and other Procurement reports if required. Ensure all the updated/changed data and information are captured in relevant tracker and documented.

• Respond flexibly to changing program needs, reprioritising tasks in a logical, sensible way and in coordination/consultation with ASCC

• Works closely with ASCC to ensure all necessary paperwork is provided for the supply chain management filing system and Payment.

• Comply with all relevant Save the Children policies and procedures with respect to child safeguarding, anti-bribery, transparency, conflict of interest and other relevant policies.

• To undertake any additional duties as designated by line manager.

• Conduct procurement activities in the ProSave system for all procurement processes appropriately in compliance with the system if internet access.

Child Safeguarding Responsibility

• Take all necessary and appropriate steps to prevent abuse, exploitation, neglect, harm and modern slavery within their areas of responsibility, and in the way they conduct themselves, report and respond to all incidents and concerns whether online or in person, and comply with the Safeguarding Policy and Procedure.

• Take all necessary and appropriate steps to prevent fraud, bribery, and corruption within their areas of responsibility, report and respond to all incidents and concerns and comply with the Counter-Fraud, Bribery and Corruption Policy and Procedure. All types of fraud, bribery, and corruption must be prevented, including where it benefits the organisation (SCI).

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

• Always acts in the best interests of children

QUALIFICATIONS,EXPERIENCE AND SKILLS

• At least one year professional experience, ideally with an international organization

• Bachelor’s degree or equivalent level of working experience.

• High level of skills in Microsoft Excel, Word and Outlook

• Attention to detail and excellent numeric accuracy.

• Ability to keep clear and concise records.

• Ability to understand and follow organizational procedures.

• Experience of managing a complex filing system: both paper and electronic.

• Good team working & communication skills.

• Flexibility under pressure and in response to changing needs.

• A good level of spoken and written English.

• Experience in logistics, supply chain and/or humanitarian work

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.

All staff has an obligation and a responsibility to:

• Ensure they fully understand the provisions of the Child Safeguarding Policy, the Code of Conduct and Local/Country Procedures.

• Conduct themselves in accordance with the rules of the Child Safeguarding Policy, in their personal and professional lives – which includes reporting suspicions of child abuse.

• Ensure the way they are carrying out their work is not putting children at risk (or further risk) – this means constantly scrutinizing their work through a child safeguarding lens and talking to children about possible design/implementation “flaws”.

• Promote the message of child safeguarding to colleagues in other organizations and government ministries, children in their own and beneficiary families, and community members in general.

• Be vigilant about observing possible child abuse/harm in their personal and professional lives.

All managers have the above responsibilities as well as ensuring

• Their staff are doing the above.

• That child safeguarding is integrated and given a “voice” in all management processes including recruitment, induction, performance management, team meetings, annual planning processes, field level monitoring, etc.

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.

Organization context

The Organization
We employ approximately 25,000 people across the globe and work on the ground in over 100 countries to help children affected by crises, or those that need better healthcare, education and child protection. We also campaign and advocate at the highest levels to realise the right of children and to ensure their voices are heard. We are working towards three breakthroughs in how the world treats children by 2030:
· No child dies from preventable causes before their 5th birthday
· All children learn from a quality basic education and that,
· Violence against children is no longer tolerated
We know that great people make a great organization, and that our employees play a crucial role in helping us achieve our ambitions for children.We value our people and offer a meaningful and rewarding career, along with a collaborative and inclusive workplace where ambition, creativity, and integrity are highly valued.
Application Information:
Please apply using a cover letter and up-to-date CV as a single document. Please also include details of your current remuneration and salary expectations. A copy of the full role profile can be found at www.savethechildren.net/jobs We need to keep children safe so our selection process reflects our commitment to the protection of children from abuse.