Job Description

TITLE:  Procurement Officer (Sourcing)

TEAM/PROGRAMME: Supply Chain

LOCATION: Beledweyne

GRADE: 4

CONTRACT LENGTH: 1 year with possibility of extension

CHILD SAFEGUARDING:

Level 3:  the post holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.

ROLE PURPOSE:

The Procurement Officer is responsible for the sourcing of goods and services within Beledweyne based on needs of Save the Children’s programmes, managing requests and relations for a complex portfolio of programmes. The Procurement Officer will also support the Area supply chain coordinator/ in supply market research and analysis, running quotations / tenders and setting up Contracts or Framework Agreements for key supplies and services to ensure value for money is achieved through best in sector sourcing strategies and Procurement processes.

SCOPE OF ROLE:

Reports to: Deputy AR-Galmudug/Hirshabelle with “dotted line” to Area supply chain coordinator.

Staff reporting to this post: None.

KEY AREAS OF ACCOUNTABILITY :

Support the delivery of SCI sourcing strategy

• Under direction of the line manager or supply chain manager, undertake supply market research and analysis, run quotations/tenders, and set up Contracts, Pre-Qualified Suppliers and/or Framework Agreements where appropriate for key supplies.
• Provide procurement advice and support to field offices.

Sourcing of goods and services

• Manage Procurement for SCI Beledweyne office in line with SCI Procurement policies, processes, and quality standards through supervision of Procurement Requests, Requests for Quotation, Comparative Bids Analysis, Procurement Committee and Purchase Order processes.
• Ensure overall best value for money is achieved through a competitive and transparent Procurement process considering quality, availability, time frame, transport and storage costs and technically advise the Procurement Committee accordingly.
• Ensure Procurement Committees in all field offices are established where required and that they fully always understand and undertake their responsibilities.
• Develop strong relations with field office programmes to support them in improving their ordering practices and review all Procurement Plans together with the line manager.
• Responsible for Beledweyne procurement requests from all department and prepare purchase plans with a view of ensuring cost effectiveness, timely procurement, and quality of goods.
• Ensure that sourcing projects are initiated for all procurements requiring formal quotations or above in Hiran office and ensure the sourcing events created are completed and closed efficiently and compliantly.
• Receive quarterly procurement plans from the program managers/supply chain manager and implement as per order. 
• Ensure procurement procedures are carried out in line with Save the Children policy and the Minimum Standards of procurement.
• Ensure donor procurement policies, guidelines and specific requirements are strictly met.
• Timely organization of bid opening and ensure to finalize minutes of the bid/ committee consensus on time.
•   Coordinate with all program colleagues on the procurement requests submitted and ensure their finalization on timely manner.
•  Ensure to meeting supply chain reporting requirement on monthly basis on 1st of every month.
• Ensure supplier invoices are collected timely for payment facilitation.
• Lead in the solicitation of process of RFQS/ RFP in line with SCI procurement policy at Beledweyne office.
• Responsible for supplier mapping and quarterly market price update to ensure market dynamic is met with in Beledweyne.
• Responsible for contract management of completed procurement for release/ renewals of applicable department contracts.
• Responsible for filing and archiving of procurement files neatly as per SCI filing system.
• Responsible for implementation of all procurement related policies, business ethics and code of conducts in line with SCI policies.

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.
• Develop strong relationships with field office programmes to support them in improving their Procurement practices.

Performance Management

• Support the line manager in the production of management information reports on a monthly and quarterly basis, including data analysis and recommendations on improving the efficiency of sourcing services.
• Ensuring all financial benefits from sourcing are documented and tracked.

Governance

• Promote and ensure compliance to our Procurement Policy, Procedures, and quality standards.
• Implement and ensure compliance to our Procurement Policy, Procurement Manual and established Procurement Procedures.

Other

• While the majority of work will be carried out in the field office – h/she may be required to make occasional support visits to the area/field offices.
• 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.
• S/he may be required to provide technical support to Implementing Partners.

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

Experiences and Qualifications

QUALIFICATIONS 

• Bachelor Degree in procurement and Supply Chain Management or Business Administration and/or equivalent subject with relevant professional experience
• Relevant certifications such CIPS are an added advantage

EXPERIENCE AND SKILLS

• Minimum of 3 years of relevant experience working in Procurement, preferably in an INGO/and/or development program, with in depth experience in managing complex sourcing processes and supplier relationships
• Ideally knowledge of procurement processes, rules and regulations in the INGO/UN System
• Highly developed interpersonal and communication skills including influencing, negotiation and coaching.
• Highly developed cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures.
• Experience in supply chain management in an emergency environment focusing on Procurement,
• Ability and willingness to dramatically change work practices and hours, and work with incoming surge teams, in the event of emergencies.
• Willingness to undertake field travel as required and work in difficult environments according to travel environments
• Fluency in written and spoken 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.

Skills Required

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