Supply Chain Assistant at Save the Children

Save the Children

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Position: Supply Chain Assistant

Job Time: Full-Time

Job Type: Contract

Place of Work: Ambo - Ethiopia

Posted date: 1 year ago

Deadline: Submition date is over

Internal/External vacancy for Supply Chain Assistant

ROLE PURPOSE:

Plans, organizes, coordinates, and monitors the activities of Supply chain administration works for the department including supplies and procurement, utility management, hotel bookings, organizing staff meetings and events, office management, finance payment, and handling of accounting functions. S/he ensures proper implementation of the organization?s policies and procedures; assists in preparation of regular reports as needed.

SCOPE OF ROLE:

Reports to: Nekemte Project Office HR and Logistics Officer

Staff reporting to this position: No staff to report to.

KEY AREAS OF ACCOUNTABILITY

• Facilitates hotel booking, transport tickets, training, utility payment, newsletter collection, and related activities.
• Monitor construction bid documents printing and photocopy and preparation of those compiled construction documents for sale.
• Monitor regularly aired construction bid documents available for sale and final submission of revenues collected from construction documents sale to finance unit.
• Monitor and maintains proper filling and documentation of procurement transaction.
• Maintain proper and updated filing systems including partners? active files, semi-active files, and remote files for reference and other general correspondences.
• Initiates purchase requisitions for office supplies and office consumables in consultation with the field office supply chain coordinator.
• Follows up a collection of cheque and ensure that the WHT receipt is given to the suppliers
• Advises staff members on specifications, prices, availability, and other procurement matters
• Regularly collect price lists for most frequently procured items and update them every quarter.
• Upon request, assist the procurement unit in preparing the request for quotation forms as per PR.
• Upon request, assist procurement unit in distributing a request for quotation documents to respective suppliers.
• Upon request, produce a bid analysis sheet as per quotations collected.
• Upon request, produce purchase orders based on signed bid analysis sheet and distribute to respective suppliers.
• Upon request, prepare purchase documents and present them to the finance unit for payment.
• Upon request, facilitating and follow-up of purchase documents signing process.
• Receiving any maintenance requests from the respective field office staff.
• Facilitates office/ premises repair and maintenance in coordination with security guard supervisor.
• Collect each month's procurement tracker data and update all procurements status by collecting active documents from the respective procurement unit.
• Prepare procurement status reports in the middle of each month and report to all the field office staff accordingly.
• Ensure that the field office is obtaining electric and communication service and fix the problem with the concerned organizations.
• Facilitates office/ premises repair and maintenance in coordination with security guard supervisor.
• Prepare and follow up the approval of payments and other requests, and ensures that resources are utilized properly and for the intended purpose.
• Maintains both internal and external relationships smoothly for the achievement of organizational objectives.
• Demonstrates a high level of commitment to SCI Policies and procedures to ensure the objectives of the country program are met.
• Comply with all relevant Save the Children policies and procedures concerning child protection, health and safety, equal opportunities, and other relevant policies.
• Supervise and review the performance of staff reporting to him/her
• Ensures that suppliers to SC are briefed on policies and procedures like child safeguarding, fraud, and the like
• Performs other related tasks as required including support to warehouse management.

SKILLS AND BEHAVIOURS (our Values in Practice)

Accountability:

• Holds self-accountable for making decisions, managing resources efficiently, achieving and role modeling 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 personal development and encourages others to do the same
• Widely shares their vision for Save the Children, engages and motivates others
• Future orientated.

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

QUALIFICATIONS AND EXPERIENCE

• BA in Management/Supply Management/Business Management, Accounting or related field with 0 years of relevant experience, or college Diploma in Management/Supplies Management/Business Management or related fields with a minimum of 2 years of relevant experience in NGOs
• Previous experience working in Supply Chain and Administration
• Basic computer skills in Microsoft word and excel
• Highly developed cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures
• Good team player
• Excellent communication and interpersonal skills at levels necessary to effectively negotiate, resource, advice, and influence.
• Able to work under pressure and in a diversified and multicultural environments
• Good in writing and speaking the English language as required
• Commitment to and understanding of Save the Children values, aims, 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 any form of abuse.

Health and Safety

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