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Supply Chain Officer - Upper Egypt FO
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CHILD SAFEGUARDING: (select only one)
Level 3: the post holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.
ROLE PURPOSE:
The position holder will be responsible for Upper Egypt Field office supply chain, including procurement, fleet, and assets activities in consistency with Save the Children policies and procedures. The Supply Chain Officer will work closely with various project teams to support the quality delivery of the projects and ensure timely distribution of resources.
SCOPE OF ROLE:
Reports to: Upper Egypt field Manager.
Staff directly reporting to this post: Supply chain assistant- Two Drivers
KEY AREAS OF ACCOUNTABILITY:
- Procurement Management :
- Consolidate and analyze procurement plans from all projects in the upper Egypt FO.
- Conduct procurement processes that are appropriate, compliant, and cost-effective, considering budget, market conditions, infrastructure, program needs, and timely delivery requirements (Benefit Tracking).
- review newly submitted Purchase Requests (PRs), verify accuracy and feasibility of delivery timelines and mentor requesters on proper PR preparation or necessary revisions.
- Search for new vendors and update vendor lists as required.
- Manage high value process like tenders and formal qutations.
- Facilitate/participate in tender evaluation committees to ensure compliance and achieve the best value outcomes.
- Track deadlines for quotation submissions and facilitate Competitive Bid Analysis (CBA) and procurement committee meetings, ensuring timely notification of committee members.
- Ensure that bid committee meetings are properly minuted, detailing the analysis of quotations, reasons for supplier selection, and obtaining necessary approvals
- Manage Framework Agreements (FWA), monitor spending, and facilitating renewals, amendments, or additional agreements as required
- Follow Save the Children standard procurement practices and keep records to fulfill audit trail standards.
- Ensure delivery deadlines for goods and services are properly monitored in each contract or purchase order (PO) and that timely reminders are sent to suppliers and ensure the procurement and delivery of supplies are executed efficiently and cost-effectively
- Lead negotiations with suppliers to secure optimal terms and value
- Ensure necessary authorization/approvals are obtained on all documents.
- Ensure that payment processes are tracked and coordinated with the finance team and suppliers
- Ensure the field office supply chain KPIs are green.
- Ensure accurate records are maintained (hardcopy / online) to meet audit trail requirements.
- Inventory and Asset Management :
- Manage the upper Egypt field office asset register, ensuring it is up-to-date and contains all required information in accordance with SCI and donors’ procedures.
- Oversee inventory control processes, including stock levels, storage conditions, and inventory accuracy.
- Conduct regular inventory audits and reconcile discrepancies.
- Fleet Management :
- Ensure the upper Egypt field office fleet is performing optimally and in adherence to good fleet management practices as well as in compliance with SCI fleet policy and other legal requirements.
- Logistics and Distribution :
- Coordinate the transportation and distribution of goods to various project sites.
- Keep track of delivery deadlines and communicate with suppliers.
- Maintain the supply chain trackers updated.
- Vendor and Partner Management :
- Communicate and follow up with vendors for information clarification related to purchase requests or orders, or that relates to technical specifications and special conditions.
- Following up with partners (partners assessment, making regular spot-checks, supporting them in large and sensitive missions, and following up on their procurement plan implementation).
- Compliance and Documentation :
- Update the filing system of contracts and tenders and lists of follow-up procedures for the implementation of contracts.
- Participate in the development of price lists, supplier databases, prequalified vendor lists, and market survey activities.
- Ensure compliance with organizational and donor procurement policies.
- Support and Collaboration :
- Support the supply chain team in finalizing all procurement activities.
- Communicate with requesters about potential delays.
- Provide regular updates on supply chain status and address any issues promptly.
- Foster a collaborative working environment within the supply chain team. Embed counter-fraud and ethical controls in all operational processes, ensuring compliance with donor and legal requirements, while collaborating with Finance and Counter-Fraud teams to mitigate risks and conduct assessments for high-value programs.
BEHAVIOURS (Values in Practice )
Accountability:
- holds 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.
Ambition:
- sets 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.
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; demonstrates highest levels of integrity
QUALIFICATIONS AND EXPERIENCE
- Bachelor’s degree in relevant business field is required
- 3- 5 years of work experience in the field of Supply chain is required.
- High computer skills on MS office programs especially MS Excel.
- Highly developed interpersonal and communication skills including influencing, negotiation and coaching.
- Proficiency in supply chain management software and tools.
- Ability to work under pressure and meet tight deadlines.
- Strong analytical and problem-solving skills.
- Strong knowledge of procurement processes, inventory management, and logistics.
- Good communication and writing skills in English language is required.
- Commitment to Save the Children’s values.
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.
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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