Job Details

JOB TITLE   Supply Chain Officer

TEAM: Torit Field Office
LOCATION: Torit

GRADE: 4 steps 1  
POST TYPE: National

CHILD SAFEGUARDING: Level 3- The responsibilities of the post may require the post holder to have regular contact with children or young people and, in the overseas context all posts are considered to be level 3 posts in view of potential situations which may allow staff unsupervised access to vulnerable children and young people.

ROLE PURPOSE: The Procurement Officer is accountable for the timely and efficient procurement of goods and supplies in accordance with timescales set and agreed with program staff and SCI systems policies, and procedures. She/he will be responsible for undertaking the responsibilities of operational procurement and supply chain, and managing the preparation of the Procurement process in all steps and stages, especially when it comes to purchasing orders and contracts. Advice on best sources of supply in coordination with the Program and Finance. Verify purchase requests ensuring all required information is provided. Process Purchase Requests using pre-established FWAs and Pre-Qualified Supplier (PQS) lists and carry out comparative bid analysis, Procurement committees, and PO processes. She/he will ensure that items procured match programmatic requests and are of good quality and value for money.  

SCOPE OF ROLE: Reports to: Field Manager Staff directly reporting to this post: Supply Chain Assistant

  KEY AREAS OF RESPONSIBILITY/DELIVERABLES:   Procurement

• Ensuring that all procurement is carried out in line with appropriate processes, procedures, and documentation in line with Save the Children policies and where required to do so donor rules.
• Making sure that order schedules and delivery lead times are met, if not, inform in advance all those that may be affected by the delay.
• Ensuring that approved suppliers and framework agreements are used at all times during procurement of goods
• Developing and maintaining price lists of all commonly used program supplies
• Ensuring that Procurement Requisition has all the necessary information filled including charge code and required signatures.

Fleet Management

• Providing support and direction to the head driver  in transport management and ensuring that they are executed in line with SCI guidelines
• Maintaining and updating all required records and paperwork for vehicles and drivers.
• Managing fuel and maintenance contracts as needed.
• Ensuring that planned preventative maintenance is carried out on both vehicles and generators to a high standard with minimum disruption to program activities.
• Ensuring that all drivers are briefed on and adhere to Save the Children policies and procedures.

Asset Management

• Ensuring that the office asset register is well maintained
• Ensuring that all assets have been  issued a unique identification number and tracked on a central Asset Register, maintained at the Country office
• Regularly updating the asset register whenever transfers, disposal, changes in condition, and procurement take place with details of that transfer, disposal, etc.
• Coordinating a full physical verification of asset register at least once a year to verify that the assets are in place and their condition. 

Warehousing

• Ensuring that all incoming and outgoing stock is controlled according to SCI procedures and that all appropriate paperwork is in place.
• Making proper arrangements for receiving and dispatching commodities
• Ensuring that regular stock reconciliation is carried out and any discrepancies are properly investigated and reported to the budget holders.
• Ensuring that all incoming and outgoing stock that are targeted for beneficiary distributions and program use and all GIK are captured into TIM by the Supply Chain Assistant
• Endorsing for approval stock movements that have been captured in TIM by the Supply Chain Assistant
• Ensuring that stock in TIM and Physical inventory are properly reconciled and are always balancing.
• Performs any other duties and tasks, which are commensurate with the responsibilities and level of the post

  SKILLS AND BEHAVIOURS (our Values in Practice) Accountability:

• accuracy and timeliness in all areas of responsibility
• high level of accuracy in work, and ability to analyse complex sets of relationships and situations
• holds self and others accountable

Ambition

• creating best-in-class EA function
• future-orientated, thinks pro-actively

Collaboration:

• working effectively with stakeholders to achieve common goals

• excellent communication and interpersonal skills
• builds and maintains effective relationships, with their team, colleagues, members, and external partners

• approachable, good listener, easy to talk to

Creativity:

• designing more effective admin systems
• willing to take disciplined risks

Integrity:

• Honest, encourages openness and transparency and demonstrates the highest levels of integrity.

SKILLS & EXPERIENCE Administrative & General Skills Essential Criteria  

• Degree in Public or Business Administration or related field
• 5-7 years of progressive responsibility in Supply Chain  and administration
• 3 of which were spent in an international development organization
• Strong organizational and management skills including problem-solving;
• Representational skills;
• Excellent verbal and written skills in English;
• Willingness and ability to work in a collaborative and inclusive manner;
• Self-motivated and creative;
• NGO experience an added advantage.
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