Supply Chain Assistant at Save The Children

Job Title: Supply Chain Assistant

Activities

• Manage procurement requirements of the Field Office; implement procurement as per approved guidelines, procedures and forms (Purchase Requests, Quotes, Purchase Orders, Goods Received Notes, etc.); support the state team lead to execute procurement actions in line with SCI protocols and procedures, filling all relevant document (PR, quotes, CBA, PO etc.).
• Provide regular updates to programme teams on progress
• Support supplier evaluation and Procurement Committees as required
• Ensure items procured match programmatic requests, and are of good quality, reliable and value for money
• Receive invoices from suppliers, checking if they are correct and complete, and forward payment requests together with all necessary supporting documentation to finance, monitoring the process to ensure payment is made on time to the supplier.
• Respond flexibly to changing program needs, reprioritising tasks in a logical, sensible way and in coordination/ consultation with the Team Lead and CO procurement team.
• Communicate and exchange information effectively with colleagues and other team especially for supplier has changed contacts, product detail specifications, payment terms & conditions, delivery due date and payments.
• Assist the CO Procurement Coordinator Sourcing with the evaluation, modification, renewal and establishment of Framework Agreements (FWA).
• Support the Procurement Coordinators to prepare the status/management information reports.
• Work closely with other procurement/supply chain team members and give necessary support when needed
• Ensure that at all times Save the Children procurement policy and procedures are implemented and adhered to and are within compliance to donor regulations
• Responsible for ensuring Supplier Enablement activities are carried out so that as many suppliers as possible transact with SCI through the Ariba Network.
• Responsible for Vendor Management activities if this is not carried out by Procurement Coordinators (Sourcing).
• Provide ProSave support and Procurement advice for requestors.
• Monitoring and accountable for Procurement KPIs in the field office
• Other duties assigned by the Supervisor as and when required.
• Check the availability and prices of requested items in the local market; liaise with capital office if procurement must be conducted there
• Prepare a weekly summary of all outstanding purchase requisitions, showing the current status of the items and the date which they are expected to be supplied to the projects
• Prepare monthly summary reports on the procurement and Supply Chain support functions, identifying problems in operations and solutions proposed
• Monitor procurement and Supply Chain support costs in liaison with the Field Accountant to ensure that expenditures remain within approved budgets
• Acknowledge reception of items in good order and condition
• Count and record the quantity on appropriate documentation
• Cross-check quantities and quality in accordance with delivery documents and planned reception
• Supervise loading and offloading of delivery and distribution trucks
• Ensure proper storage of commodities in shelves or pallets not to exceed maximum stack heights
• Ensure organization of the items by type, shipment, FEFO & FIFO.
• Keep clean the store and secure stocks
• Ensure pest control is in place and monitored on a daily basis
• Separate infested stocks from good stock
• Daily management of the store for cleaning or stocking
• Daily monitoring of stock levels
• Daily monitoring for expiry dates and quality problems
• Daily update of movements of commodities in/out of the store
• Enter all data into stock and bin cards
• Update warehouse operation data into the Warehouse management software (TIM)
• Preparation of weekly / monthly consumption report
• Conduct of cyclic counts and inventories in accordance to project schedule
• Planning of the needs and requisition of re-supplies
• Check and maintain Store security measures, e.g. locks, windows, and maintain SCI key management policy.
• Report to the line manager / security responsible in case of problems
• Ensure that SCI and Hired vehicles are checked on a daily basis, and that regular service and maintenance is carried out as per agreed schedule
• Responsible for tracking of all vehicles on the fleet, including movement planning and day-to-day allocation
• Ensure vehicles have current and lawful documentation.
• Manage service agreements related to vehicle maintenance and fuelling. Monitor fuel consumption and submit monthly reports
• Receive travel requests and maintain trip schedules and Staff Movement Board.
• Coordinate with incoming and outgoing travelers on pick up an drop times ensuring drivers are briefed of movement plans
• Ensure accommodation is arranged for travelers. Ensure best value for money and that travelers are clearly informed well in advance
• Collate and share the ProFleet reports
• Management of driver

Candidate Profile

• Level of Education – Bachelor’s Degree in Logistics / Procurement, Supply Chain Management or Business Related Field
• Communication & Interpersonal Skill Level – Excellent
• Language Requirements – English – Excellent
• Level of IT Expertise Required – Good
• Desired Number of Years Prior Experience in a Similar Role – 2 years
• Experience in procurement and Supply Chain with INGOs
• Experience in a insecure field-based environment.

Application Instructions:

The application deadline is 31st October 2024. Therefore qualified and interested candidates can “CLICK HERE TO SUBMIT APPLICATION” It is important to visit the official website (link found below) for detailed information on how to apply successfully for this vacancy

Website:
Official Job Website: https://www.savethechildren.ne