TITLE: Procurement Officer (Buying)
TEAM/PROGRAMME: Refugee Response Programme, Tanzania
LOCATION: Kibondo
GRADE: 4
CONTRACT LENGTH: 1 year, renewable
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 Procurement officer is responsible for purchasing of goods and services within the within Kibondo Field Office based on needs of Save the Children’s programmes, managing orders and relations for portfolio of programmes. The Procurement Officer will also support the Procurement Coordinator in:
Ensuring that the right supplies and services are procured and that there is timely procurement and delivery of goods and services to programmes to deliver outstanding results for children
Ensuring best value for money is achieved through competitive and transparent procurement processes
Ensuring smooth travel coordination and fleet management as per Save the Children Standards.
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, newborn 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: Procurement Coordinator
Staff reporting to this post: 5 Drivers
KEY AREAS OF ACCOUNTABILITY:
Procuring Goods and Services (Buying)
- Manage suppliers professionally and proactively, providing feedback to improve performance and leading periodic review meetings.
- Provide procurement advice and support to Kibondo field office.
- Deliver management information reports summarising key trends in performance of the procurement section against KPIs.
- Manage procurement for the Kibondo Office programme in line with SCI procurement policies, processes and quality standards through supervision of Purchase Requests and Purchase Order processes.
- Deliver on the Kibondo office supply plan, combining use of ad-hoc procurement, approved suppliers and contracted suppliers to meet the needs of the programmes.
- Ensure all orders are processed in timely manner, inputted on Procurement Tracker, status updates are communicated to programmes, and that all relevant documentation is filed appropriately.
- Ensure supplier files are routinely updated on performance and that regular reviews of performance are undertaken by the Procurement Committee for evaluation of suppliers for future use.
- Develop strong relations with Kibondo field office programme to support them in improving their ordering practices and review all Procurement Plans together with the Procurement coordinator.
Team Management and Capacity Building
- Conduct Performance Review with line report and ensure clear work and personal development objectives are established with timelines and regular feedback and support is provided.
- Supervise the drivers and conduct performance reviews as per Save the Children Develop to perform Approach
Systems, Tools and Processes
- Promote and ensure compliance to our Procurement Policy, Procedures and quality standards
- Provide ProSave support (S2P) and procurement advice for requisitions.
- Support the Procurement Coordinator in the review and update of price lists, supplier information/ vetting and specification of goods and services in ProSave
- Support the Procurement Coordinator in turning Framework Agreements and Contracts into online catalogues in ProSave that staff can order from directly
- Working with the supply base to ready them/support them for sourcing and ordering through ProSave
Fleet Management
- Prepare relevant paperwork to process payments with respect to taxis services provided by companies and or individuals following approval processes.
- Maintain the fleet book/tracking system and ensure that these are updated timely and as and when necessary.
- Proactively inform users when plans change /delays are anticipated and follow up all pending travel issues
- Ensure that services/repair for all the projects vehicles for Kibondo Office are planned and conducted on a timely basis (to minimize disruption) by the approved Garage(s).
- Supervise quotation/estimated costs received from garage and make recommendations to the Coordinator for approval before service /repair is done.
- Responsible for engaging with the garage to ensure the repairs are done economically and the paper trail in support of the repairs complies with Save the Children Procedures.
- Prepare monthly performance reports for vehicles and submit to the Procurement Coordinator
- Oversee and issue fuel coupons to drivers in compliance with procedures
- Review and sign off on a transport log sheet on completion of the sheet by the SCI drivers.
- Supervise the preparation of monthly analysis of fuel consumption against KMs’ and prepare supporting documentation for the payment to supplier and investigate any discrepancies.
- Prepare the monthly analysis of fuel consumption and submit it to the Area Programme Manager and the Head of supply Chain in Country Office.
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, 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
QUALIFICATIONS
- Bachelor degree in Supply Chain Management; Procurement, Logistics or related fields.
EXPERIENCE AND SKILLS
- Minimum of 4 years of relevant experience working in procurement, preferably in an NGO/and/or development program, with in depth experience in managing procurement processes
- Strong knowledge and experience of implementing procurement processes, driving contract compliance and embedding buying best practice
- Excellent supplier management skills and a strong ability to hold suppliers accountable to deliver on their responsibilities
- Knowledge of NGO/ Donor policies and their compliance requirements in respect of Procurement and wider supply chain activity
- Strong interpersonal and communication skills including influencing, negotiation and coaching.
- Excellent organisational skills, with the ability to juggle multiple tasks with competing priorities and simultaneously stick to deadlines, whilst maintaining relationships with suppliers and customers
- Excellent reporting skills, particularly the ability to quickly develop clear and concise delivery tracking, scheduling or pricing, donor, monthly KPI reports
- 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.
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.
The deadline for submitting the application is 30 November 2020