Administration and Supply Chain Officer at Save the children Tanzania, February 2019
ADMINISTRATION AND SUPPLY CHAIN OFFICER
CHILD SAFEGUARDING:Level 2: either the role holder will have access to personal data about children and/or young people as part of their work; or they will be working in a ‘regulated’ position; therefore a police check will be required.
ROLE PURPOSE: To be responsible for the overall logistics operations of the field office which includes fleet management, support in logistics and procurement planning, store management and distribution of stock, local procurement using value for money and cost effective approach, facilities management and assets and inventory management in line with Save the Children Tanzania’s logistics policies and procedures. Support other field office for all the similar functions as and when required.
As a member of the Support Services team, the Administration and Logistics Officer will work collaboratively with Supply Chain team in Dar es Salaam to ensure good coordination, communication, planning, and customer service to staff and the programme, including providing cover for, and support to others and undertaking duties as delegated by his line manager.
SCOPE OF ROLE:
Reports to:Zanzibar Representative and dotted line to Supply Chain Manager
Staff directly reporting to this post: Drivers (3), Admin Assistant and Office Attendant
KEY AREAS OF ACCOUNTABILITY:The below functions must be carried out in compliance with the in-country ‘Systems Guidelines’ and the ‘Global Policies and Procedures’ with specific reference to the sections on Procurement, Transport and Fleet Management, Stores Management, Child Protection and the Fraud Policy of Save the Children.
Logistics and Procurement:
Support program in developing procurement plans for the projects by necessary inputs.
Maintain supplier database and framework agreements for timely procurement in coordination with Supply Chain Unit in head office in Dar es Salaam.
Support team in raising Procurement Requisition (PR) by providing necessary inputs about the items availability, prices and terms.
Review and input Procurement Requisition (PR) into the tracking database (daily basis).
Float RFQs for procurement of items as per PR as per the delegation limit for field procurement are set by country management.
Prepare the CBAs in the prescribed format and make recommendation for purchase, incorporating the relevant criteria (price, quality, specification, delivery, reputation, etc.) and value for money by involving procurement committee (as available).
Prepare the Local Purchase Order (LPO) for supplies and ensure the data is accurately transferred from the CBA.
Follow up with suppliers to confirm receipt of LPO and state of order.
Receive all items to the store by crosschecking the receipt against the LPO, by signing the supplier’s delivery note and by preparing a Save the Children Good Received Note (GRN).
Receive and release all programme materials by using Total Inventory Management (TIM) and communicate the same to user level 3 for authorization.
Ensure that the quality and quantity of items received are in line with LPO and sample before signing GRN
Ensure the timely movement of items from the store to the end user. When issuing items from the store, he/she ensure a waybill is prepared, authorized and signed to validate the movement in compliance with Save the Children procedures.
Manage and maintain the stocks and assets records and assets disposal (mobile devices, laptops, phones etc.) at field level in coordination with country office and as per relevant disposal policies and rules.
Update the finance department with the assets/stocks lists and records as and when required for audit compliance.
Prepare and provide Supply Chain reports (procurement tracker, warehouse report) as per agreed timelines/monthly schedules to Supply Chain, Zanzibar Representative and other parties as relevant/instructed.
Maintain access to the stores and ensure the keys are kept safely at all times.
Ensure that any items disposed from the stores are done so in compliance with Save the Children procedures.
Support field teams in distribution of stock and maintain stock register for all supplies and goods.
Ensure all staff have updated personal forms for assets.
Carry out annual verification of assets and inventory and re-tagging of all assets as required.
Receive and prepare payment requests to Finance for invoices relating to procured goods and services.
Manage Administrative Assistant
Maintain the fleet book/tracking system and ensure that these are updated timely and as and when necessary.
Manage and be accountable for the vehicle fleet, ordering and inventory management of all vehicle related parts and consumables at field level, including fuel and fuel consumption for office vehicles.
Ensure that all vehicles carry the required on-board documentation and that all documents are kept current (including insurance).
Inspect and record condition of vehicles, by maintaining weekly checklists file and ensuring that vehicles log books are accurately filled.
Consolidate fleet performance reports and forward to Supply Chain Manager and Zanzibar Representative.
Ensure all vehicles are properly cleaned on daily basis and ensure that all vehicles are secure when not in use.
Carry out regular training to all drivers on basic vehicle mechanic skills, daily vehicle inspection and coach and guide on speed limits and other controls.
Discuss the car track report with driver and any violation for future improvements to minimize risks.
Evaluate, manage and monitor drivers.
Management of all lease agreements for office buildings, rented apartments/houses and any other leased property in Zanzibar.
Management of the office building and furniture including maintenance and repairs supervision, inventory management etc.
Manage Office Attendant
Safety and Security:
Act as Safety and Security focal person at field level and provide appropriate advice to staff as and when required. Coordinate with other agencies’ safety and security officers and maintain a record of security issues and share with relevant staff at field and country office.
Provide any other support to field office as assigned by the manager.
Induct new Zanzibar office staff to Procurement procedures and other relevant Supply Chain ways of working.
All staff have an obligation to ensure they fully understand the provisions of the Child Safeguarding Policy, the Code of Conduct and related policies. They must conduct themselves in accordance with the rules of the Child Safeguarding Policy, in their personal and professional lives – which includes reporting suspicions of child abuse.
All staff must ensure the way they are carrying out their work is not putting children at risk (or further risk).
SKILLS AND BEHAVIOURS (our Values in Practice)
· Holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
· Holds the broader team and partners accountable to deliver on their responsibilities
· Sets ambitious and challenging goals for themselves and take responsibility for their own personal development
· Future orientated, thinks strategically and on a global scale
· Approachable, good listener, easy to talk to; builds and maintains effective relationships with colleagues, managers, members and external partners and supporters
· Values diversity and different people’s perspectives, able to work cross-culturally.
· Develops and encourages new and innovative solutions
· Willing to take disciplined risks
· Honest, encourages openness and transparency
Commitment to Save the Children values
QUALIFICATIONS AND EXPERIENCE
· Degree/ diploma in business administration and/or logistics management
· At least 4 years experiences on the areas of administration and logistics
· Demonstrated good skills and experience in managing office administration and logistics systems
· Previous experience managing and training other staff is an added advantage
· Knowledge and experience of computer applications (MS Word, Excel, online platforms for procurement, warehouse and stock management etc.)
· Attention to detail and accuracy essential, as is ability to work under pressure, meet deadlines and manage multiple work streams
· Good communication and interpersonal skills
· Ability to work as part of the team and to fit in well within multicultural organisation
· Commitment to and understanding of Save the Children’s values, principals and Child Safeguarding policy
· Fluent in English and Kiswahili (both orally and written)
Location: Zanzibar, Tanzania
Contract – Full-Time
Closing date: Thursday 28 February 2019
All jobs close at midnight UK time on the date specified
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