Save the Children is seeking a qualified candidate to fulfil the following vacancy in its Gaza Office:
Position: Supply Chain Field Officer
Position Ref.: SCI/ SCFO/2017
Deadline to apply: January 2, 2018
The role: To replace the Supply Chain Field Officer during maternity Leave, and to effectively function logistics systems (procurement, warehousing and relief distributions of NFI's and other supplies and services) to Save the Children's ongoing development programmes and emergency response interventions project objectives.
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.
KEY AREAS OF ACCOUNTABILITY:
Key Area 1: Procurement:
Overseeing timely and transparent programme purchases to ensure that SCI procurement policies and procedures are followed at an optimal quality/price.
Ensuring that country specific Logistics Manuals and procedures are in line with organisational templates are being implemented and adhered to.
Improving accountability through the implementation of the Logistics functional KPI report to monitor service performance in Gaza Field office.
Ensure the procurement tracker is updated and circulated regularly to all relevant Budget Holders, Programme Managers and Senior Management.
Prepare reliable and responsive preferred vendor list that is able to increase capacity in emergency contexts for use across different sectors within the Gaza Strip.
Support timely responses at scale to all emergencies consistent.
Leading the procurement/ tender committees, and arrange bid/tender receipt, opening and taking opening session minutes.
Prepare vendor contract, and maintain registration to accurately record the status of contracts with suppliers and service providers.
development of framework agreements with suppliers for diverse goods/services, and following up the level of spending.
Ensuring there is an update of price lists of commonly purchased items; maintain preferred vendors suppliers list and/or blacklists.
Ensure Suppliers are managed professionally, impartially and with no appearance of impropriety, and that fair/transparent purchasing decisions are made.
Ensure that no procurements are carried out without authorised signatory approval, either directly or as properly delegated, in line with the Scheme of Delegation (SoD).
Maintain accurate filing systems, with documented and supported records of action for audit purposes, and submit weekly and monthly logistics reports in coordination with WB Logistics
Key Area 2: Stock management:
Overseeing stock management: control, develop and maintain effective warehouse management systems for an accountable and transparent transit of materials from our warehouses and offices to end point users.
Oversee storage spaces in Gaza different warehouses in close coordination with Gaza Field Office.
Ensure that procured and received goods are readily available to program and support service departments according to requirements.
Monitoring and reporting all warehousing transactions, to ensure appropriate counting and stock of materials.
Ensure that the proper procedures for stock release and issue are followed and timely warehouse/stock movement reports are submitted.
Update Gaza Warehouse Report on Total Inventory Management (TIM) system by tracking all stock ins/outs through systematized GRNs, Stock Releases, and Packing Lists.
Key Area 3: Compliance Check:
Ensure compliance with Save the Children’s minimum standards and procedures related to logistics (Procurement, warehousing, & Distribution).
Ensure the due diligence process and vetting of all vendors and suppliers being contracted by Save the Children, and keep tracker for it.
Comply with all relevant Save the Children policies and procedures with respect to child protection, health and safety, equal opportunities and other relevant policies
Ensure that the procurement, especially those subject to US Export Compliance regulations, are in line with applicable licenses and are properly documented
Build the capacity, train staff in all necessary procurement procedures and forms, and remain aware of it.
Key Area 4: Networking/collaboration:
Coordinate closely with Finance and Program departments to ensure an adequate compilation of all documents related to procurement of services and goods prior to produce a payment request or invoice authorization forms timely payment of suppliers, update on engaged expenditure and contribute to financial planning.
Coordinate with the Ramallah Supply Chain Senior Officer for requests referred to the West Bank.
Coordinate with HR/Admin & Fleet departments to follow up framework agreements.
Proactively engage with project partners, other non-governmental organizations in coordination with SCI programme staff to organize, and schedule distribution of goods and materiel as well as to ensure adequate information sharing, address common concerns/problems and seek solutions.
Ensure that partners understand and accept SCI policies and donor guidelines for all operations and logistics activities.
Participate in the awards kick-off meetings and work together with programs to plan orders and revise the procurement plan.
Contribute to new proposal budget writing on logistics aspects in support to programme budget holders by providing logistical input for procurement plans in close coordination and input for Gaza Field Manager.
Ensure the preparation of timely and high quality logistics reports and, in coordination with program teams, the development of grant specific procurement plans.
Ensure program managers and budget holders provide Distribution Plans, and to ensure it is in line with procurement plans.
Ensuring information and policies are disseminated appropriately amongst staff as needed, providing technical advice to all staff on logistics procedures/compliance as well as training and briefings for programmes teams for better understanding.
Ensure the preparation and sharing of timely and high quality procurement reports upon request from Supervisor or other departments.
Qualifications and experience
University Degree in Accounting, Business Administration or relevant field.
Computer literate (i.e. WORD, advanced Excel, Outlook, Internet Explorer)
Written and verbal fluency in English
Commitment to Save the Children values.
2-3 years of work experience in a similar role.
Strong communication and interpersonal skills and cultural awareness
Patient, adaptable, flexible, able to improvise and remain responsive and communicate clearly and effectively under pressure.
Ability to contribute to a small, proactive team, motivating staff and working collaboratively with colleagues and providing support and advice as necessary.
Ability to manage a complex and diverse workload and to work to tight deadlines.
Willingness and ability to dramatically change work practices and hours, and work with incoming surge teams, in the event of emergencies
A full appreciation of the value of co-operation, both internationally and within a team environment.
Understanding of Save the Children’s vision and mission and a commitment to its objectives.
Good attention to detail and analytical skills.
Ability and willingness to change work practices and hours in the event of major emergencies including travelling at short notice and for extended periods.
Knowledge of donor policies and guidelines.
Ability to work independently and under minimum supervision.
Patience and a sense of humour.
Contract length: 6 months.
We employ approximately 25,000 people across the globe and work on the ground in over 100 countries to help children affected by crises, or those that need better healthcare, education and child protection. We also campaign and advocate at the highest levels to realise the right of children and to ensure their voices are heard.
We are working towards three breakthroughs in how the world treats children by 2030:
No child dies from preventable causes before their 5th birthday
All children learn from a quality basic education and that,
Violence against children is no longer tolerated
We know that great people make a great organization, and that our employees play a crucial role in helping us achieve our ambitions for children. We value our people and offer a meaningful and rewarding career, along with a collaborative and inclusive workplace where ambition, creativity, and integrity are highly valued.
Applications should be submitted to:
please apply using a cover letter and up-to-date CV as a single document. Please also include details of your current remuneration and salary expectations.
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.