Supply chain, Admin and Safety Security Coordinator

Child Safeguarding: 

Level 2: either the post holder will have access to personal data about children and/or young people as part of their work; or the post holder will be working in a ‘regulated’ position (accountant, barrister, solicitor, legal executive); therefore, a police check will be required (at ‘standard’ level in the UK or equivalent in other countries).

ROLE PURPOSE: 

The Supply chain, Admin and Safety Security Coordinator is responsible for setting up effective & efficient Supply chain management system and lead the Field office Supply chain unit. The position will be the lead in setting up sourcing strategy, sourcing pipeline, tracking, and monitoring performance indicator of sourcing function, establish contracts and Framework Agreements with the suppliers, warehouse and distribution, fleet management as well as admin and safety and security management for the Field office.

The position will be responsible for the preparation of procurement plan, execution of procurement process, timely delivery of goods and services, providing support on procurement to partners. This role also provides technical support, capacity building and will be responsible for ensuring sound logistics practices and rigorous controls are in place for the support of all programs and partners.

SCOPE OF ROLE: 

Reports to: Field Operations Lead 

Staff Reporting to this post: 

Direct reporting: Guard; Support Staff, and Drivers

Indirect reporting: 

Budget responsibilities:  

Role Dimensions: This position will be fully responsible for managing and leading supply chain and admin function of field office and also ensure the safety security of staff, assets and programs.  The position is required to work and coordinate closely with the CO supply chain Unit, Budget Holders, Program Managers/Coordinators, other relevant departments in Field Offices, other stake holder from Finance, HR, Media & Communication, Supply Chain team and various service providers or suppliers.

KEY AREAS OF ACCOUNTABILITY: 

1. Technical/Functional responsibility 
   • Lead and manage the overall supply chain management of field Office. 
   • Manage and take leadership for complex and high value sourcing process (Formal and tender threshold) 
   • Responsible for performance management of the supply chain function of field office through improved KPI and take initiatives to improve efficiency and effectiveness of the procurement function. 
   • Ensure an internal review and validation mechanism is in place for procurement processes in field office to strengthen compliance and reduce risks for the organization.
   • Lead on development consolidation of Sourcing Pipelines for field office and track/monitor sourcing pipeline on quarterly basis and advise procurement coordinator. 
   • Lead and manage on establishing Contract / FWA/ LTA as per the sourcing pipeline and regular track and monitor contract /FWA.
   • Take lead on measuring and reporting financial benefits and prepare BAF.
   • Take lead for running tenders and submit to CO with relevant documentation for review and validation – when required by the threshold. 
   • Ensure roles and responsibilities of procurement committee members are known and people adhere to it.
   • Review procurement waivers and ensure that they are compliant prior to submitting to the required person for approval. 
   • Ensure qualified vendor are updated following the due diligence evaluation and the Suppliers management process is updated on Ariba network in regular basis.
   • Conduct periodic visit to all the partners, monitor and assess the partners capacity in regards of supply chain management and coach and support partners supply chain staffs for the smooth supply chain process.
   • Make sure warehouses are managed adequately for various program supplies including incoming of goods, safeguarding of goods, outgoing and distribution of supplies and equipment’s for program following the SCI standard system.
   • Monitor proper utilization of program supplies, report concern Field Operations Lead and Budget Holder regarding non-utilization of supplies.
   • Ensure the mode of transports are cost efficient and preparedness plan for the response is updated.
   • Coordinate with relevant budget holders for the replenishment and utilization of preposition stocks are in line.
   • Establish right size of fleet and make efficient and cost effectiveness as per context and current guidelines. 
   • Analysis the fleet tracker and make sure availability and utilization is on track.
   • Ensure smooth admin and office operational strategy.
   • Work as security focal person of the field office and update regular security report to Field Operations Lead, Safety and Security Manager in Country Office.
   • Work closely with Safety and security manager to ensure all safety and security measures are in place, updated and informed to all field office staff.
   • Conduct safety and security assessment in regular basis and issue advisory with close coordination with Safety and Security manager.
   • Analysis the Field office risk matrix and implement mitigation measures in coordination with Risk owners.
   • Conduct awareness orientation to SCI staffs and Partners staffs in regards of safety and security.
   • Maintain the good coordination with government lines securities agency and other stake holders.
   • To adhere Safeguarding Policy, to appropriately safeguard child and adult beneficiaries and support the Program as per the role.
   • Organise and facilitate regular knowledge sharing sessions for the procurement and supply chain team members in field office.

   • Prepare capacity development plan for partners staffs and execute on time. 

2. Coordination and collaboration 

• Work effectively with stakeholders at various internal and external level. 
• Closely work with Program, Finance, Award and other relevant Department on review and tracking for procurement plans/sourcing pipeline, BvA review, charging, recharging, closing, and various other issues when necessary. 
• Closely work with Awards/program team and provide inputs for new proposal development, donor reporting and compliance issues. Participate in kick off meetings. 
• Work with internal and external audit teams and provide necessary requisites. 
• Work closely with Sr supply chain and Admin manager, Safety and security manager, HR manager and IT manager at CO.

Counter Fraud and Safeguarding Responsibilities:

• Take all necessary and appropriate steps to prevent abuse, exploitation, neglect, harm and modern slavery within their areas of responsibility, and in the way they conduct themselves, report and respond to all incidents and concerns whether online or in person, and comply with the Safeguarding Policy and Procedure.
• Take all necessary and appropriate steps to prevent fraud, bribery, and corruption within their areas of responsibility, report and respond to all incidents and concerns and comply with the Counter-Fraud, Bribery and Corruption Policy and Procedure. All types of fraud, bribery, and corruption must be prevented, including where it benefits the organisation (SCI).

SKILLS AND BEHAVIOURS (our 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.
• Sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages others to do the same.
• Widely shares their personal vision for Save the Children, engages and motivates others.
• Future orientated, thinks strategically.
• 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
• Develops and encourages new and innovative solutions.
• Willing to take disciplined risks.
• Honest, encourages openness and transparency

Ambition:

Collaboration:

Creativity:

Integrity:

QUALIFICATIONS AND EXPERIENCE

• Master’s degree in business management, social science or relevant areas/or equivalent with minimum 4 years (3 years for GSI group) of working experience in procurement field OR bachelor’s degree in business management, social science or relevant areas with 6 years (4 years for GSI group) of experience procurement field. 
• Prior experience in the I/NGO sector in procurement and admin function
• Representation and negotiation skill
• Skills in organising programs, coordination, and documentation,
• Strong personal organizational skills, including time management, Analytical skills, and ability to meet deadlines and work under pressure. 
• Willingness to work the time necessary to complete critical tasks without being asked.
• Good written and spoken English.
• High level of computer skills
• Cultural awareness and ability to work well in multicultural environment with people from diverse backgrounds and cultures.
• Commitment to Save the Children’s values, vision and mission.

EXPERIENCE AND SKILLS

Equal Opportunities:

The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.

Safeguarding obligation:

We need to keep children, adult at risk and community safe. The position holder is responsible to ensure that The position holder conduct is in line with the SCI’s Safeguarding policies. Hence our selection process includes rigorous background checks, reflects our commitment to the protection of children, adult at risk and community from abuse, exploitation, and harassment.

Health and Safety:

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

Safeguarding our Staff:

The post holder is required to carry out the duties in accordance with the SCI anti-harassment policy.

Counter Fraud

The role holder is required to take all necessary and appropriate steps to prevent fraud, bribery, and corruption within their areas of responsibility, report and respond to all incidents and concerns and comply with the Counter-Fraud, Bribery and Corruption Policy and Procedure. All types of fraud, bribery, and corruption must be prevented, including where it benefits the organisation (SCI).