Role Purpose

Responsible for the Supply Chain (Procurement, Assets, Warehouse, Fleet) planning, daily management, reporting and compliance with SCI policies and procedures. Collaborate and coordinate with Programs/Support Departments and Field Offices to ensure a harmonized operational system. Ensuring timely and effective supply chain services that support timely program implementation and ensuring sourcing and purchasing goods/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. Child Safeguarding Focal Point for third parties “Suppliers, contractors, consultant”.

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 to this post: Supply Chain Assistant and two volunteers

Key Areas Of Accountability

Programme implementation/management

• Coordinating, preparing, extracting information requested for purchasing from the active/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.
• Ensuring all procurement is carried out in accordance with appropriate Save the Children policies, standards, SCI Global Procurement Policy and Manual and where required, donor rules.
• Ensuring all procurements carried out 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 BVA (Budget Versus Actual Report).
• Hiring External Individual Consultants and Consultancy Firms as per SCI procurement manual for consultants by leading on the procurement processes and drafting contracts and releasing payments upon submitting deliverables.
• Hiring External Auditors for auditing grants upon project completions as per donor requirements.
• Coordinating with the Admin, Finance, HR and IT departments to conduct proper procurement processes for certain utilities and products/services and processing monthly payments (Internet, Recharge Cards, Online Subscriptions, Staff Insurance, etc…).
• Provide advice and support on maintenance, repair and management of assets and equipment and utilities.
• Communicate effectively the status on procurement via weekly tracker update and responding to any inquiries.
• Be proactive in advising staff of delivery schedules, any pending decisions to be made about procurement, product specifications, and grant end dates.
• Receive 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.
  
  

Program design/development

• Consolidate all the procurement requests for products/services and update the sourcing pipeline accordingly.
• Provide input to the Supply Chain Coordinator 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.
• Lead on the sourcing procedures (Drafting Tenders, Formal Quotation Process) and leading on the procurement process and outcome (RFQs, CBA, MOM, Drafting the agreement, Issuing POs)
• Schedule and organize procurement committee meetings with voting members, technical advisors and observers and maintain a proper records of the meeting events by developing a Minutes of Meetings (MOM).
• Follow SCI’s Negotiation Strategy
• Drafting Benefit Approval Form (BAF) after major negotiations and discounts
• Provide advice and input on prices of goods/services based on historical data and market analysis for designing budgets.
• Coordinating with Technical Advisors to agree on the kit standards for establishing agreements that will be used for emergency responses.
• Ensuring Supply Chain KPIs are maintained within the minimum requirement by seeking products/services that offer the best value for money within the shortest timeframes.
  
  

Team management and capacity building

• Delegation from line manager on responsibilities and duties (Ex. Voting member in procurement committees, checking monthly reports for mistakes, etc…).
• 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.
• Conduct procurement refresher sessions for departments, programs and local partners.
  
  

Partnerships management

• Conduct and take part in SCI Procurement Manual and Policies inductions to local partners.
• Assess and monitor the procurement processes within local partners and ensure they are processed in compliance with SCI Global Procurement Policy and Manual.
  
  

External relationships/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.
• Register 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 and services).
• Develop and maintain relations with different suppliers in order to ensure a stable supply of goods or services.
  
  

General

• Sourcing license ProSave “Key user” Champion and tester for BCO, anyone can refer to me for support in ProSave (Procurement online system).
• Ensure and analyse the Monthly Reports and share the narrative of the findings with the budget holders and head of departments, and Head of Supply Chain:
• Procurement Tracker
• Supplier database
• Fleet Monthly Analysis Report
• KPIs report
• Asset Register
• Procurement Plans (for each grant)
• Sourcing Pipeline
• Making sure all procurement processes are documented and archived in soft and hard copies and are well organized and ready for internal/external audit reviews
• Implement and maintain Save the Children Asset Management System (registration, control and tracking).
• Keep up-to-date lists of all assets and inventory items in compliance with Save the Children policy and update on monthly basis.
• Cooperate 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 SCI Premises and missing items reported correctly.
  

Qualifications

• University degree in a relevant field of study
• Fluency in both Arabic and English written and verbal
  
  

Experience And Skills

• Minimum 3 years of experience in Supply Chain and contracts management; preferably within a humanitarian context.
• Proficient in MS Office applications
• Certificate in SCI procurement essentials
• 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.
• Chartered Institute of Supply and Management (CIPS) or similar international Certification
• Have previous experience in Lebanon and previous similar responsibilities in implementing similar context projects and activities
  
  

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 10808
• Job Category Programme Operations
• Posting Date 12/07/2024, 07:52 AM
• Apply Before 12/21/2024, 11:59 PM
• Job Schedule Full time
• Locations FO - Zahle