Supply Chain Officer

Save the Children International in Ukraine

TEAM/PROGRAMME: Ukraine Country Office

LOCATION: Sloviansk (Donetska oblast), with possible travels around Ukraine (GCA, NGCA) and abroad

Save the Children is an international non-governmental humanitarian organization that has been advocating for the rights of boys and girls for almost 100 years, in more than 120 countries around the world. Save the Children has worked in Ukraine since 2007 alongside partners and has responded to the humanitarian crisis in Eastern Ukraine since 2014. Save the Children’s activities in Eastern Ukraine focus on the areas affected by the conflict, where the most vulnerable children and their families live and address their needs in protection, education, food security and livelihoods.

CHILD SAFEGUARDING: The responsibilities of this post may require the role holder to have access to personal data about children and/or young people as part of their work; therefore a police check will be required (at ‘standard’ level in the UK or equivalent in other countries). Responsibility for safeguarding in supply chain and leading on CSG compliance with all the suppliers.

ROLE PURPOSE: Under close supervision and technical guidance of Program Operations Coordinator the Supply Chain Officer will ensure an effective and accountable supply chain support systems in place in line with the SCI global as well as SCI Ukraine policies and procedures. The post holder will be responsible for the overall implementation of effective procurement, fleet, warehousing if any, assets and IT management practices.

SCOPE OF ROLE:

Reports to: Program Operations Coordinator

Staff reporting to this post: None

Budget Responsibilities: None

KEY AREAS OF ACCOUNTABILITY :

Supply Chain Coordination

• Management of all supply chain functions; responsible for the implementation of SCI Supply Chain Procedures and rollout Country Supply Chain best practices in the area of operations.
• Implement the SCI global policies, donor’s requirements while also complying with any country-specific regulations both SCI’s and government’s ones.
• Implement the Country Logistics Manual, and any other supply chain manual existing and being developed at global level, and ensure that all supply chain standards and policies are understood and complied with by everybody on the country office operations.
• Keep updated the Country programmes local policies for Supply chain, Fleet and Equipment management, to be sure they are in line with SC global policies and implemented across the programme.
• Support adoption of new procurement manual and lead the adoption of Source to Pay IT System for procurement management.
• Support the implementation of Supply Chain strategy developed by Country office into Offices through coordination with the implementing teams.
• Lead the implementation of Procurement plan and work in consolidating the improvements and drive sustainability of the processes; support programme managers/officers to develop procurement plans, schedules and lead the consolidation of a country master procurement plan.
• Ensure that supplies are managed well and that the necessary services in use meets appropriateness, cost effectiveness and Value for Money (VfM) standards.
• Directly involved in the tender management of high value transaction and construction works for field contracts and FWA.
• Actively participate in all key steps of project lifecycle, including proposal development and all key meetings. ·
• Work with Programme Operations Coordinator in order to ensure adequate risk management system for supply chain related risks is in place and all relevant risks are mitigated.
• Ensure vendors and suppliers are receiving information in relevant language on SCI child safeguarding policy and acknowledge acceptance.
• Ensure that strict controls are in place to minimise fraud related risks and any bad management of SCI equipment, properties and funding.

Procurement:

• Ensure that procurement is carried out in accordance to SCI and donor-specific policies and procedures.
• Ensure that Save the Children is always achieving best value for money on the procurement of goods and services.
• Ensure that all materials purchased are of appropriate quality and price and are timely delivered.
• Maintain supplier database and procurement tracker.
• Generate all the required procurement documentation (request for quotation, committee results, purchase order, payment request and contracts).
• Maintain regular contacts with suppliers and update supplier information for regularly purchased items, and be informed of current local market conditions. Coordinate the processing of different contracts with the supplier/user.
• Provide vendors and suppliers information, documents in relevant language on SCI child safeguarding policy and acknowledge acceptance.
• Ensure complete files are saved in hard and soft copy, and obtain all proper documentation
• Maintain a close working relationship with the finance team to insure that suppliers are paid in time
• Guide office staff on raising Purchase Requests (PRs) and provide price estimations of goods requested.
• Together with the Program Operations Coordinator to lead on Source-to-Pay system implementation in the CO

Assets:

• Lead on stocks and assets inventories and ensure quality data production, proper data availability for management, ensure that data are the most up to date at any moment, and lead capacity building to relevant staff on asset and stock management. Focal point for all asset registry.
• Undertake random check on fixed asset, ensure fixed asset are recorded as per SCI and donor regulations. Conduct periodic asset inventory.
• Help to track the movement of assets and ensure that all assets have individual ID cards.
• Update inventory if item status changes, such as if the item is destroyed, stolen, moved to another location, donated, or sold or returned to inventory. Monitor items that are sent for repair. Keep records of repairs and recommend whether repair or replacement is more cost effective.
• Reconcile fixed asset inventory with finance on a quarterly basis.
• Produce reports of items, costs, locations of specific items upon request of management.

Reporting

• Ensure monthly reporting systems are implemented across the field offices in line with SCI Supply Chain Procedures for Procurement, and Assets.
• Be responsible for submitting timely reports on all aspects of procurement and KPI management.
• Management of all Gift In Kind (GiK) in coordination with Award Management & Programme
• Support audit review for both internal and external audits.

BEHAVIOURS (Values in Practice)

Accountability:

• holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values

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

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.

Health and Safety

The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.

Please apply following the link: Job Description - Supply Chain Officer (210001QN) (taleo.net)