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 the country programs; or because they are responsible for implementing the police checking/vetting process for staff.

Anti-Fraud and Integrity Commitment:

The organisation maintains a zero-tolerance policy toward fraud, corruption, and unethical behaviour. All staff are expected to uphold the highest standards of integrity and accountability, comply with internal policies and procedures, and report any suspected misconduct through the appropriate channels.
Please note: The organisation does not charge any fees at any stage of the recruitment process (application, interview, offer, or onboarding). Any payment request should be reported immediately.

ROLE PURPOSE:

These values and principles include a commitment to the mission of Save the Children International, team orientation, quality management and leadership development, and introducing systems and procedures to strengthen staff motivation and productivity. 

The Supply Chain Kirehe has overall day-to-day management responsibility for the Procurement, fleet, and warehousing management of the Field Office of Kirehe.

The Supply Chain Officer has the responsibility of ensuring that procurement processes at the field office Kirehe are being done in line with SCI procurement policies and that the office has an available fleet of vehicles to support program activities. S/he will ensure that the fixed assets at the field office are managed in line with the asset management guidelines and that records are properly maintained.  The Supply Chain Coordinator will also ensure that warehouses are well managed with records properly maintained.

S/he will be responsible for ensuring that key organisational principles and approaches, such as child participation, sound monitoring and evaluation systems, financial control, and compliance, will be achieved in the period. She/he will be responsible for ensuring that lessons derived through implementation will be well articulated and documented. In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

SCOPE OF ROLE:

Reports to: Supply Chain Manager( with a dotted line to Field Manager)

Staff reporting to this post:)

Direct: Supply Chain Assistant

Indirect: Warehouse Pharmacist.

Budget Responsibilities: None

KEY AREAS OF ACCOUNTABILITY:

General

In accordance with the Head of the Supply Chain:

• Ensure the Area Office has made readiness and preparedness provisions to support all existing and future program needs in terms of Supply Chain activities.
• Develop a medium-to-long term Supply Chain plan for the Area Office – including identifying future procurement needs, optimizing fleet, assets, and warehouse/inventory management.
• Communicating effectively with senior management in the Area Office and Country Office – reporting on key activities, providing updates, and escalating key issues.
• Participate and contribute to the new Awards process, giving technical Supply Chain advice.
• Carry out inductions with new staff on aspects of his/her role and areas of expertise.
• Represent Save the Children on Supply Chain-related workshops or trainings.

Procurement

• Procurement of goods and services from local markets as per SC processes, systems and procedures.
• Assist in contract administration
• Checking all Procurement documents (i.e. Purchase Orders, quotations, comparison schedules, etc.) in line with standard purchasing practice)
• Assist in generating and distributing Procurement Reports/Trackers Overviews.
• Keeping up to date with supply market developments and maintenance of an up-to-date Approved Supplier Register.
• Recording all details of orders (placed/outstanding/completed) and ensuring that the orders can be traced from quotation to final delivery, including all relevant documentation to evidence cost allocations and authorisation
• Assist in preparing monthly fleet summary reports
• Assist in the development of contracts, FWA and participate in market and price surveys.
• Making sure that order schedules and delivery lead times are met, if not, informing in advance all those who may be affected by the delay.
• Ensuring that approved suppliers and framework agreements are used at all times during the procurement of goods.
• Ensuring that the Procurement Requisition has all the necessary information filled, including charge code and required signatures.
• Ensure the supporting documents are submitted timely to Finance respecting all the Procurement File Checklists and keep track of paper procurement files - from receipt of the PR or initiation of the procurement, and identify what should be in the file and what stage the file is at.
• Keep the record of the Contracts and FWA and alert the line manager for expiring contracts.
• Notify the line manager of any other issue/challenge in the procurements that does not meet the standards procedures.
• Any other duties as may be assigned.

Fleet Management

• Ensure SCIs fleet of owned and rented vehicles is managed in full compliance with SCIs regulations, local laws, and best practices.

Asset Management

• Ensure Area Office assets and GPE (General Programme Equipment) are checked, and all changes are real-time updated in the master Asset Register or Asset management system.
• Support the Country Office Team in managing the full asset lifecycle and ensure the assets are handed over or disposed of on time and in an appropriate/sustainable way, in accordance with SCI and donor rules and regulations.
• Ensuring that all assets have been  issued a unique identification number and tracked on the Asset Register 
• 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 the asset register at least once a year to verify that the assets are in place and their condition. 

Team Management and Capacity Building

• Ensure effective line management of the Supply Chain assistant of the Area Office, including D2P (Develop To Perform) annual objectives set-up and evaluations, allocating responsibilities and tasks to available staff.
• Work with staff members to develop their technical skills and capabilities.
• Build and maintain strong business partnering with other functions – especially Programmes and Finance – to improve and ensure smooth implementation of procurement and logistics activities.

Governance, Systems, Tools and Processes

• Implement and ensure compliance with all our Procurement, Fleet management, Asset management, and Warehousing & Inventory Management Policies, Manuals, and established Procedures.
• Set a strong tone from the top that fraud is unacceptable.
• Ensure that we are using recognised systems and processes, including ProSave, ProFleet, TIM, e-Asset

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, take 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-oriented, 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, and 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 the highest levels of integrity.

QUALIFICATIONS 

A Diploma or Bachelor’s Degree in Procurement and Supply Chain Management, Business Administration, or Logistics.

EXPERIENCE AND SKILLS

• 1-6 years of prior work experience in a similar role in an NGO or the private commercial sector
• Experience in solving complex issues through analysis, the definition of a clear way forward, and ensuring buy-in.
• Great interpersonal and communication skills, including negotiation and relationship building
• High level of integrity/confidentiality and ability to work as part of a professional team
• Highly developed cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures.
• High level of computer literacy. Especially excellent MS Excel/Word skills.
• Good oral and written communication skills; Fluency in spoken and written English;
• Commitment to Save the Children’s values
• High-level experience in the procurement system, Fleet management system and Inventory management system.

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 the 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.

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.