TITLE: Procurement Coordinator (Sourcing)
TEAM/PROGRAMME: Refugee Response Programme, Tanzania
LOCATION: Kibondo, Kigoma
CONTRACT LENGTH: 1 year, renewable
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).
The Procurement Coordinator (Sourcing) acts as a crucial component in the Tanzania SCI Supply Chain team which aims to deliver quality goods and services across Save the Children beneficiaries. The Procurement Coordinator (Sourcing) is responsible for coordinating sourcing for Kibondo Field Office including;
Develops and maintains a Sourcing Pipeline of anticipated future Procurement demand for both development and humanitarian programmes.
Runs sourcing procedures in line with the Procurement Manual to deliver identified business supply needs.
Ensures best value for money is achieved through competitive and transparent sourcing.
Manages key supplier relationships to develop strong strategic partnerships with critical suppliers.
S/he may be required to carry out inductions with new staff on aspects of their role and areas of expertise.
S/he may be required to represent Save the Children on Procurement related seminars or workshops.
SCOPE OF ROLE: Save the Children has been operational in Tanzania since 1986 with an initial presence in Zanzibar and now extending to the Mainland with multi-sector programming. We are working with the government, local organizations and other international agencies to reduce child malnutrition, improve maternal, new born and child health services, support and strengthen early childhood development, primary, alternative and inclusive education and educational systems. We strengthen child protection systems for vulnerable children, promote children’s participation and contribution to policy and resource allocation for services which concern them, support, and respond to emergencies
Reports to: Refugees Response Programme Manager and technically to Head of Supply Chain
Staff reporting to this post: Procurement Officer.
KEY AREAS OF ACCOUNTABILITY:
Sourcing of goods and services
Develop Save the Children’s Tanzania Kibondo Office a rolling Sourcing Pipeline alongside Head of Supply Chain
Support supplier selection and contracting activities by undertaking market research and analysis, running quotations and setting up Contracts, Pre-Qualified Suppliers and Framework Agreements where appropriate for selected supplies for Save the Children Kibondo field office.
Liaise with stakeholders both internal and external to continually review the internal and external environments and identify opportunities to add value to our operations through effective sourcing.
Develop sourcing approaches to meet programme supply needs based on plans, procedures and requests received
Ensure all appropriate due diligence checks and risk assessments are carried out in line with organisational policy
Track and deliver financial benefits as an outcome from the sourcing activities, completing benefits approval forms and tracking Kibondo field office financial benefits performance.
Ensure the timely movement of items from the store to the end user. When issuing items from the store, he/she ensure a waybill/Stock release form 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 disposal policy and ensure Re-tagging of all assets
Consolidate the monthly field Supply Chain KPI report and forward to Head of Supply Chain
Prepare by the 5th of the following month a monthly Warehouse report for verification by his/her line manager.
Support field teams in distribution of relief items and maintain stock register for all supplies and goods
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 Head of supply Chain
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.
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 UNHCR and other agencies safety and security officers and maintain logs of security issues and share with relevant staff at field and country office.
Manage our supply base by tracking supplier performance, actively liaising with suppliers, and undertaking supplier risk management e.g. vetting
Ensure we only work with vetted, high quality suppliers that comply with Save the Children, Legislative and donor requirements.
Team Management and Capacity Building
Conduct performance reviews and build capacity of the procurement officer, ensuring clear work plans are in place and that personal objectives are established with regular feedback and support provided.
Develop strong relationships with Kibondo office programmes team to support them in improving their Procurement practices and review all Procurement Plans together with the Head of Supply Chain.
BEHAVIOURS (Values in Practice)
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 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.
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; demonstrates highest levels of integrity
Preferred Bachelor degree in; Supply Chain Management, Logistics, Procurement, or related fields and/ or Chartered Institute of Purchasing & Supply (CIPS) Certified Procurement & Supplies Professional (CPSP) or equivalent Experience
EXPERIENCE AND SKILLS
Minimum of 5 years of relevant experience working in Procurement, preferably in an NGO/and/or development program, with in depth experience in managing complex sourcing processes and supplier relationships
Solid knowledge and experience of planning and implementing sourcing activity and processes
Excellent supplier management skills and a strong ability to hold suppliers accountable to deliver on their responsibilities.
Familiarity with the local and regional supplier markets
Experience in some of our key programmatic categories (Supply Chain, Construction, Humanitarian Goods, Education Supplies) or indirect categories (External workers/Consultancy, IT, Property etc.). Knowledge of NGO/ Donor policies and their compliance requirements in respect of Procurement and wider supply chain activity
Competency in reporting, particularly the ability to quickly develop clear and concise delivery tracking, scheduling or pricing, donor, monthly KPI reports.
High level of computer literacy. Especially excellent MS Excel/Word skills.
Excellent oral and written communication skills; Fluency in spoken and written English.
Commitment to and understanding of Save the Children’s aims, values and principles.
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.
The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.
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.
The deadline for submitting the application is 30 November 2020