ROLE PURPOSE:

The Supply Chain Officer will be responsible for the Supply Chain, including procurement, asset management, warehousing, and fleet operations, planning, daily management, reporting and compliance with Save the Children (SCI) policies and procedures. The role holder will collaborate and coordinate with program and support departments and field offices to ensure a harmonized operational system and timely and effective supply chain services that support timely program implementation and ensuring sourcing and purchasing goods and services that provide the best value for money through procurement processes which are fair, competitive, transparent, and in compliance with donor rules and applicable laws.

Additionally, the role holder will contribute to technical evaluations and ensure quality standards for engineering-related procurement. The Supply Chain Officer will be the Child Safeguarding Focal Point for third parties, suppliers, contractors, consultant, assessing new local partners, checking and validating their procurement manuals, advice the senior management and provide capacity plan for partners.

In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

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).

SCOPE OF ROLE:

Reports to: Supply Chain Coordinator

Staff reporting indirect to this post: Warehouse and Fleet Assistant

KEY AREAS OF ACCOUNTABILITY:

Programme implementation/management

• Coordinating, preparing, extracting information requested for purchasing from the active or secured budgets, coordinate with budget holders and draft procurement plans and pipeline, and update on a quarterly basis by arranging and conducting meetings with head of departments and budget holders.
• Carrying out all procurement in accordance with appropriate Save the Children policies, standards, SCI Global Procurement Policy and Manual and where required, donor rules.
• Ensuring all carried outprocurements have clear specifications, are best value for money, transparent, accountable, subject to fair competition and are meeting agreed lead times and programme needs.
• Drafting and establishing contracts/agreements through proper procurement processes and maintaining (Payments, delivery, timeframe, Cap limit).
• Assuring purchase requests have valid budget codes by validating them through budget versus actual report (BVA).
• Hiring external individual consultants, consultancy firms and service companies/individual as per SCI procurement manual for consultants and service by leading on the procurement processes.
• Coordinating with all sectors departments to conduct proper procurement processes for certain utilities and products/services and processing monthly payments (Internet, Recharge Cards, Online Subscriptions, Staff Insurance, etc…).
• Providing advice and support on maintenance, repair and management of assets and equipment and utilities.
• Communicating effectively the status on procurement via Source 2 Pay procurement system weekly, analysis and advice relevant staff.
• Being proactive in advising staff of delivery schedules, any pending decisions to be made about procurement, product specifications, and grant end dates.
• Receiving and process invoices, process payment of suppliers for items delivered. Follow up the payment process with Finance to ensure SCI fulfils its obligations to suppliers.
• Updating requester, budget holder and area manager on the stock for each grant, notifying them on the remaining inventory on monthly basis.
• Providing advice and support on maintenance, repair and management of assets and equipment and utilities.
• Supporting Supply Chain Coordinator on fleet management.
• evaluating technical specifications and ensuring alignment with supplier capabilities.
• Negotiating contracts and agreements with vendors to achieve cost-effective sourcing of materials relevant to engineering terms and conditions.
• Developing supplier performance metrics and ensure compliance with quality and delivery standards relevant to engineering standards (measurements and technical aspects).
• Working with engineers and quality assurance teams to establish and uphold quality standards for materials and finished goods.
• Working on projects to integrate environmentally friendly materials and processes.
• Identifying materials when submitted by bidders according to their relevance and liaising with program side to ensure compatibility
  
  

Programme design/development

• Consolidating all the procurement requests for products or services and update the procurement plans and sourcing pipeline accordingly.
• Providing input to the Area Manager, Supply Chain Manager and budget holders about the agreements needed as per the souring pipeline.
• Coordinating with Supply Chain colleagues from field offices and collect input and data for establishing potential agreements to cover all SCI offices.
• Leading on the sourcing procedures, schedule and organize procurement committee meetings with voting members, technical advisers and observers and maintain a proper records of the meeting events by developing a Minutes of Meetings (MOM).
• Following SCI’s Negotiation Strategy
• Drafting benefit approval form (BAF) after major negotiations and discounts
• Providing advice and input on prices of goods/services based on historical data and market analysis for designing budgets.
• Ensuring Supply Chain Key performance indicators (KPIs) are maintained within the minimum requirement by seeking products/services that offer the best value for money within the shortest time frames.
• Team management and capacity building
• Individual coaching, supervising and consultation to enhance the capacity of colleagues in the department and ensuring procurement processes are in compliance with SCI Global Procurement Policy and Manual.
• Conducting procurement refresher sessions on policy and system for departments and programs
  
  

Partnerships management

• Conducting and taking part in SCI Procurement Manual and Policies inductions to local partners.
• Supporting Supply Chain Coordinator in monitoring the procurement processes within local partners and ensure they are processed in compliance with SCI Global Procurement Policy and Manual.
• Supporting Supply Chain Coordinator in partnership assessment and capacity building as requested by Area Manager and Health Safety and Security Senior Manager.
• External relationships and representation
• Delivering the SCI Child Safeguarding induction for the suppliers including (Money Laundry, Human Traffic, Anti-Fraud etc…).
• Conducting Market Assessment every 6 months to check the availability of supplies in the market and USD/LBP prices of goods/services.
• Assess the market regularly for new suppliers to supply the recurrent needs of activities/ projects.
• Registering new suppliers in SCI’s supplier database and do the proper vetting process
• Supplier Management (Monitor and evaluate the performance of the suppliers based on the quality of the goods/services, delivery lead time, and time of response).
• General
• Ensuring all requests, orders and agreements are executed in Source 2 Pay (ProSave) properly, staff can refer for support in ProSave (Procurement online system).
• Analyzing the Monthly Reports and sharing the narrative of the findings with the Area Manager, budget holders, head of departments, and Head of Supply Chain: Procurement Report, Supplier database, KPIs report, Asset Register, Procurement Plans (for each grant), Sourcing Pipeline, Warehouse Report
• Making sure all procurement processes are documented and archived in soft and hard copies and are well organized and ready for internal and external audit reviews
• Implement and maintain Save the Children Asset Management System (registration, control and tracking).
• Keeping up-to-date lists of all assets and inventory items in compliance with Save the Children policy and update on monthly basis.
• Cooperating with relevant departments to ensure proper tracking methods are followed to monitor the movement/changes of any assets and ensure proper control/handling of equipment at all times.
• Ensuring damaged or broken assets are reported and filing of all Repairs/Return Requests
• Assure Quarterly Physical Checks are done on Assets and inventory items in Beirut Premises and missing items reported correctly.
  
  

QUALIFICATIONS

• Bachelor’s degree in supply chain management, engineering, business administration, or a related field.
• Fluency in both Arabic and English written and verbal
  
  

Essential

EXPERIENCE AND SKILLS

• Minimum 3 years of experience in Supply Chain; preferably within a humanitarian context.
• Proficient in MS Office applications, Procurement & Warehouse software/system.
• Strong organization and negotiation skills and good attention to details.
• Ability to write reports and business correspondence.
• Good communication and influencing skills. Ability to effectively communicate with multi-level personnel as well as vendors and their representatives.
• Ability to work in and contribute to team building environment.
• Strong interpersonal and communication skills.
  
  

Desired

• Familiar with engineering-related procurement processes and technical evaluations.
• Chartered Institute of Supply and Management (CIPS) or similar international Certification.
• Certificate in SCI procurement essentials.
  
  

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.

• Job Identification 10766
• Job Category Supply Chain
• Posting Date 12/05/2024, 10:47 AM
• Apply Before 12/19/2024, 11:59 PM
• Job Schedule Full time
• Locations FO - Beirut