Procurement Coordinator (Sourcing)
TITLE: Procurement Coordinator (Sourcing)
TEAM/PROGRAMME: Refugee Response Programme, Tanzania
LOCATION: Kibondo, Kigoma
CONTRACT LENGTH: 1 year, renewable
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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).
Procurement Coordinator (Sourcing) acts as a crucial component in the
Tanzania SCI Supply Chain team which aims to deliver quality goods and
services across Save the Children beneficiaries. The Procurement
Coordinator (Sourcing) is responsible for coordinating sourcing for
Kibondo Field Office including;
and maintains a Sourcing Pipeline of anticipated future Procurement
demand for both development and humanitarian programmes.
- Runs sourcing procedures in line with the Procurement Manual to deliver identified business supply needs.
- Ensures best value for money is achieved through competitive and transparent sourcing.
- Manages key supplier relationships to develop strong strategic partnerships with critical suppliers.
- 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.
SCOPE OF ROLE:
Save the Children has been operational in Tanzania since 1986 with an
initial presence in Zanzibar and now extending to the Mainland with
multi-sector programming. We are working with the government, local
organizations and other international agencies to reduce child
malnutrition, improve maternal, new born and child health services,
support and strengthen early childhood development, primary, alternative
and inclusive education and educational systems. We strengthen child
protection systems for vulnerable children, promote children’s
participation and contribution to policy and resource allocation for
services which concern them, support, and respond to emergencies
Reports to: Refugees Response Programme Manager and technically to Head of Supply Chain
Staff reporting to this post: Procurement Officer.
KEY AREAS OF ACCOUNTABILITY:
Sourcing of goods and services
- Develop Save the Children’s Tanzania Kibondo Office a rolling Sourcing Pipeline alongside Head of Supply Chain
supplier selection and contracting activities by undertaking market
research and analysis, running quotations and setting up Contracts,
Pre-Qualified Suppliers and Framework Agreements where appropriate for
selected supplies for Save the Children Kibondo field office.
with stakeholders both internal and external to continually review the
internal and external environments and identify opportunities to add
value to our operations through effective sourcing.
- Develop sourcing approaches to meet programme supply needs based on plans, procedures and requests received
- Ensure all appropriate due diligence checks and risk assessments are carried out in line with organisational policy
and deliver financial benefits as an outcome from the sourcing
activities, completing benefits approval forms and tracking Kibondo
field office financial benefits performance.
- Ensure the timely
movement of items from the store to the end user. When issuing items
from the store, he/she ensure a waybill/Stock release form is prepared,
authorized and signed to validate the movement in compliance with Save
the Children procedures.
- Manage and maintain the stocks and assets
records and assets disposal (mobile devices, laptops, phones etc). at
field level in coordination with country office and as per disposal
policy and ensure Re-tagging of all assets
- Consolidate the monthly field Supply Chain KPI report and forward to Head of Supply Chain
- Prepare by the 5th of the following month a monthly Warehouse report for verification by his/her line manager.
- Support field teams in distribution of relief items and maintain stock register for all supplies and goods
and be accountable for the vehicle fleet, ordering and inventory
management of all vehicle related parts and consumables at field level,
including fuel and fuel consumption for office vehicles
- Ensure that
all vehicles carry the required on-board documentation and that all
documents are kept current (including insurance). Inspect and record
condition of vehicles, by maintaining weekly checklists file and
ensuring that Vehicles log books are accurately filled.·
- Consolidate fleet performance reports and forward to Head of supply Chain
- Ensure all vehicles are properly cleaned on daily basis and ensure that all vehicles are secure when not in use.
out regular training to all drivers on basic vehicle mechanic skills,
daily vehicle inspection and coach and guide on speed limits and other
controls. Discuss the car track report with driver and any violation for
future improvements to minimize risks.
- Evaluate, manage and monitor drivers.
Safety and Security:
as Safety and Security focal person at field level and provide
appropriate advice to staff as and when required. Coordinate with UNHCR
and other agencies safety and security officers and maintain logs of
security issues and share with relevant staff at field and country
- Manage our supply base by
tracking supplier performance, actively liaising with suppliers, and
undertaking supplier risk management e.g. vetting
- Ensure we only work with vetted, high quality suppliers that comply with Save the Children, Legislative and donor requirements.
Team Management and Capacity Building
performance reviews and build capacity of the procurement officer,
ensuring clear work plans are in place and that personal objectives are
established with regular feedback and support provided.
strong relationships with Kibondo office programmes team to support them
in improving their Procurement practices and review all Procurement
Plans together with the Head of Supply Chain.
BEHAVIOURS (Values in Practice)
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.
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.
- 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.
- Develops and encourages new and innovative solutions.
- Willing to take disciplined risks.
Honest, encourages openness and transparency; demonstrates highest levels of integrity
Bachelor degree in; Supply Chain Management, Logistics, Procurement, or
related fields and/ or Chartered Institute of Purchasing & Supply
(CIPS) Certified Procurement & Supplies Professional (CPSP) or
EXPERIENCE AND SKILLS
- Minimum of 5 years of relevant experience working in Procurement,
preferably in an NGO/and/or development program, with in depth
experience in managing complex sourcing processes and supplier
- Solid knowledge and experience of planning and implementing sourcing activity and processes
- Excellent supplier management skills and a strong ability to hold suppliers accountable to deliver on their responsibilities.
- Familiarity with the local and regional supplier markets
in some of our key programmatic categories (Supply Chain, Construction,
Humanitarian Goods, Education Supplies) or indirect categories
(External workers/Consultancy, IT, Property etc.). Knowledge of NGO/
Donor policies and their compliance requirements in respect of
Procurement and wider supply chain activity
- Competency in
reporting, particularly the ability to quickly develop clear and concise
delivery tracking, scheduling or pricing, donor, monthly KPI reports.
- High level of computer literacy. Especially excellent MS Excel/Word skills.
- Excellent oral and written communication skills; Fluency in spoken and written English.
- Commitment to and understanding of Save the Children’s aims, values and principles.
Additional job responsibilities
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.
role holder is required to carry out the duties in accordance with the
SCI Equal Opportunities and Diversity policies and procedures.
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.
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Date advertised: 18 Nov 2020
Closing date: 30 Nov 2020 – 23:59 EAT
Location: Kigoma, Tanzania, United Republic of
Department: Supply Chain
Type: Fixed-term contractSchedule: Full-time