Role Purpose:
Under the supervision of the Supply Chain Manager, the Supply Chain Officer is primarily responsible for the efficient, compliant, and timely procurement of goods and services and the management of assets within Save the Children SAO Area Office.
The role ensures that procurement activities are conducted in line with SCI global Policies, donor requirements, and best practices, delivering value for money and supporting programme delivery through effective sourcing, tendering, and contract management.
In parallel, the Supply Chain Officer is responsible for accurate asset registration, tracking, maintenance, and reporting, ensuring full accountability and safeguarding of organizational resources.
Additionally, the role contributes to supply chain reporting, analysis and documentation and may provide operational support to other logistics functions such as Warehouse and Fleet.
Key areas of accountability:
- Ensuring that purchases are made in a timely and transparent manner;
- Ensuring Save the Children SC Procurement Policies and procedures are followed at all ties;
- Facilitate filing of purchase requests, purchase orders, bid analysis (CBA), other procurement related documents (both hard copies and e-copies) to comply with documentation requirements for SCI and donor compliance;
- Working with requesters to prepare detailed tender / RFQ documentation;
- Receiving bids/quotations and completing competitive bid analysis where applicable;
- Facilitating Procurement Committee processes and meetings;
- Maintain proper documentation of all procurement activities, supplier database and procurement tracker;
- Seeking to achieve value for money on all procurements;
- Leading on a range of procurement activities – from simple quotations to national tenders;
- Processing PO’s in line with approved competitive bid analysis/summary and sharing with the supplier for delivery;
- Implementing and negotiating contracts and Framework Agreements with suppliers;
- Maintain regular contacts with suppliers and update supplier information for regularly purchased items, and be informed of current local market conditions;
- Timely sharing of PO’s and accompanying documents to warehouse specialists is redness of delivery of goods;
- Assist with the sourcing and establishing of FWA’s, sourcing pipelines;
- Preparing a weekly/monthly procurement Report to the supply chain coordinator/manager, detailing all ongoing procurements and other relevant information;
- Complying with and promoting all Save the Children Global policies such as Child Safeguarding, Fraud, and Health and Safety.
- Maintain the asset register and conduct regular asset counts/verifications.
- Provide information for developing asset replacement plans and identifying needs for new proposals.
- Assist with disposal committee proceedings for asset disposal in accordance with policies.
- Aid in analysing inventory data and preparing reports for management review.
- Ensure proper accounting for stock receipt and issuance.
- Support warehouse team in understanding and implementing warehouse policies and procedures.
- Conduct regular inventory checks to ensure accuracy and compliance with procedures.
- Prepare and maintain regular warehouse and inventory reports for management review.
- Assist in managing warehouses effectively, optimizing space and resource utilization.
- Ensure accurate and timely record-keeping in the inventory management system (TiM).
- Reconcile TiM records with physical inventory on hand to identify discrepancies.
- Support distribution of stock on expiring SOFs/awards, ensuring timely delivery.
- Coordinate with requester/prgoramme team on logistics arrangement including upcoming as well as supplies under delivery.
- Keep record of all upcoming and outgoing assets and inventory and maintain all audit trail
- documents such as GRN, SRF, assets/stock check documents.
- Perform any other work related duties and responsibilities that may be assigned by the Line Manager.
Behaviours:
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, and demonstrates highest levels of integrity.
Experience and skills:
- 2 years minimum of specific sector work experience in a similar position (Procurement, Assets).
- Graduate degree or any other equivalent qualification.
- Experience in Supply Chain in INGOs within a developmental or emergency context.
- Ability and willingness to change work practices and hours in the event of major emergencies, including travelling at short notice and for extended periods.
- Experience of working in other Supply Chain Functions – e.g,Warehouse, Fleet, Distribution etc.
- Understanding of stock and inventory management processes and procedures.
- Working experience of using online inventory management systems.
- Ability to build positive & productive relationships quickly with a wide range of stakeholders, both internally and externally.
- Excellent planning, management and coordination skills, with the ability to organize a substantial workload comprised of complex and diverse tasks, and responsibilities.
- Strong communication (written and spoken), and interpersonal skills in English.
- Ability to manage a complex and diverse workload and work with tight deadlines.
- The ability to work closely within a team and to improvise and work in an atmosphere that can be stressful.
- Computer literate (i.e. WORD, advanced Excel, Outlook, Internet Explorer).
- Commitment to and understanding of Save the Children’s aims, values and principles. To recognise the need to be independent, neutral and impartial when at all possible.
- Relevant qualifications or training courses.
- Should be able to work under pressure and tight deadlines.
- Ability to take initiatives.
