SAVE THE CHILDREN INTERNATIONAL

ROLE PROFILE

The following provides guidance on development of role profiles. This guidance should be used when completing the template. (Please use font Gill Sans MT size 11)

TITLE: Supply chain officer
LOCATION: Wakiso
GRADE: 5 / CONTRACT LENGTH: open contract.
CHILD SAFEGUARDING:
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:
Support the field office in the provision of logistics management, ensuring that this is done through timely service delivery to the field programmes in line with SCI policies, procedures and guidelines. The Officer may be called upon as and when necessary to support the wider emergency team in cases of humanitarian crisis. Performance of tasks shall be executed in a manner that promotes value for money in accordance to SCI standards.
SCOPE OF ROLE:
Reports to: Supply chain coordinator
Staff reporting to this post:Non
Direct:Drivers and volunteers.
Indirect:N/A
Budget Responsibilities:N/A
Role Dimensions:
The sponsorship programme implements activitities in the central region and currently in Wakiso district in four subcounties of Namayumba, Masulita, Kakiri and Gombe in all the government supported schools. The programme includes core programs: Basic education with ECCD component, School health and Nutrition, Adolecent development, livelihoods and operations activitites supported by SCUS,SC Italy and SC Korea.
KEY AREAS OF ACCOUNTABILITY :
Procurement :
  • With support from the Regional supply chain coordinator officer, seek for procurement and logistical support for effective emergency support.
  • Ensure that the procurement guidelines, threshold and documentation are strictly adhered to as of Save the Children and emergency response guidelines.
  • Support the sourcing process through issuance of quotation requests to respective providers, in invoice evaluations of offers received from providers – comparative bids analysis and evaluation reports
  • Guarantee timely and cost efficient execution of all Purchase Requests received and delivery of the goods requested in the correct quality and quantity for the best possible price
  • Source locally and widely with support of Regional Office and Country offices for procurement of goods and services, as it may be necessary.
  • Maintain an up to date database of pre-qualified suppliers for Emergency field office and ensure that all suppliers follow ethical business practises.
  • Initiating and keeping track of the order placement processes to ensure timely delivery of service and goods
  • Ensure that all the suppliers are paid in time in coordination with the Finance department.
  • Guide staff members on proper procurement documentation and keep track of all procurement databases.
Stores & Stock management:
  • Maintain the office store/warehouse and ensure that proper systems and procedures as well as appropriate safety and security provisions are implemented and maintained.
  • Manage and track inventory through an up to date Total Inventory Management System – TiM with timely reporting.
  • Ensure that all stock records are maintained accurately and relevant formats are used for each activity.
  • Conduct periodic stock checks and report accordingly in line with the policy.
Transport & Fleet Management
  • Coordinate and plan weekly/daily movements of vehicles based on weekly transport requests forwarded by the requesters and ensure that sufficient planning and coordination of vehicle movements is in place and adhered to by all requesters.
  • Liaise closely with the Fleet team personals to ensure professional and cost effective coordination of vehicle movements within the region as well as to Kampala and back
  • Line manages all drivers to ensure that vehicles are properly maintained and serviced in a timely fashion in coordination with regional logistics or transport Kampala.
  • Responsible for ensuring that daily and weekly vehicle safety checks are carried out and relevant records kept with the checklists involved.
  • Ensure that all documents and records related to the vehicles exist in each vehicle’s file along with weekly/monthly reports and any other paper related to the vehicle or vehicle operation.
  • Receive reports of accidents, take appropriate action together with the line manager and make assessments of damage and subsequent action to be taken in consultation with the Transport Officer, regarding repairs and insurance claims.
Asset Management
  • Ensure that the Asset List for sponsorship office is up to date and that all procedures and regulations as stated in the Asset Management Guidelines are adhered to.
  • Work in close cooperation with the Warehouse / Asset Officer in Kampala to ensure appropriate documentation and authorisation for transfers, donations and disposal of assets
  • Supervise the usage and organise the maintenance of office equipment and coordinate with the Regional/Country office, wherever necessary.
Administration
  • Coordinate accommodation booking and timely clearing of accommodation bills as required.
  • Support team members compiling time sheets and monitor better filing systems at emergency field office.
  • Liaise with finance to keep track of office running cost and rent renewal among other administrative support.
  • Line manages office assistance and Liaise with country HR and regional team to conduct volunteers’ recruitment
  • Timely preparation and submission of monthly reports
  • Perform any other duties as may be assigned from time to time

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
A minimum of a bachelor’s degree in Procurement, Finance, Administration. Qualifications in related professional corse will be of added.
EXPERIENCE AND SKILLS
Essential
  • At least a years’ relevant working experience, preferably with International NGOs, and good understanding of major donor’s financial requirements, conditions and government budgets and tax policies.
  • Self motivated with demonstrated ability to generate financial reports and meet set deadlines and with good integrity.
  • People management skills.
  • Good intergrity and trust worthy.
Desireable
  • Demonstrated knowledge of international and local policies and frameworks relating to supply chain.
  • Ability to intervene with crisis management or troubleshooting as necessary.
  • Highly developed interpersonal and communication skills including influencing, negotiation and coaching
  • Excellent time management and planning capacity
  • Excellent planning, coordination and reporting skills, with the ability to organize a substantial workload comprised of complex, diverse tasks and responsibilities
  • Computer literacy and excellent documentation skills are a must.
  • Availability and willingness to work extra hours during times of humanitarian responses.
  • Experience of working with local partners and District Local Government in Child Rights Governance, Health, Nutrition, Education, HIV/AIDS or Child Protection is an added advantage.
  • Strong analytical skills and strategic planning abilities.
  • Ability to speak local language and directly interact with target group will be an added advantage
  • Strong analytical skills and planning abilities.
  • Willingness to travel and work in hard-to-reach areas, occasionally under strenuous conditions.

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.

JD written by: / Date:
JD agreed by: / Date:
Updated By: / Date:
Evaluated: / Date: