Save the Children is the leading independent organization for children in need, with programs in over 120 countries, including the United States. We aim to inspire breakthroughs in the way the world treats children, and to achieve immediate and lasting change in their lives by improving their health, education and economic opportunities. In times of acute crisis, we mobilize rapid assistance to help children recover from the effects of war, conflict and natural disasters. Each year, we and our partners reach millions of children in communities around the world.
We are recruiting to fill the position below:
Job Title: Supply and Logistics Assistant
Ref: 1900000Y
Location: Calabar
Employee Status: Fixed Term
Key Areas Of Accountability
Procurement and Supply:
- Manage procurement requirements of the Field Office; implement procurement as per approved guidelines, procedures and forms (Purchase Requests, Purchase Orders, Goods Received Notes, etc.)
- Check the availability and prices of requested items in the local market; liaise with capital office if procurement must be conducted there
- Prepare a weekly summary of all outstanding purchase requisitions, showing the current status of the items and the date which they are expected to be supplied to the projects
- Prepare monthly summary reports on the procurement and Supply Chain support functions, identifying problems in operations and solutions proposed
- Monitor procurement and Supply Chain support costs in liaison with the Field Accountant to ensure that expenditures remain within approved budgets
- Ensure the office is well stocked with necessary supplies stationeries and other consumables
- All arrangements for meetings and conferences as required ensuring these are delivered to a high Oversee quality and cost effectively.
Warehousing Management:
- Acknowledge reception of items in good order and condition
- Count and record the quantity on appropriate documentation
- Cross-check quantities and quality in accordance with delivery documents and planned reception
- Supervise loading and offloading of delivery and distribution trucks
- Ensure proper storage of commodities in shelves or pallets not to exceed maximum stack heights
- Ensure organization of the items by type, shipment, FEFO & FIFO.
- Keep clean the store and secure stocks
- Ensure pest control is in place and monitored on a daily basis
- Separate infested stocks from good stock
- Daily management of the store for cleaning or stocking
- Daily monitoring of stock levels
- Daily monitoring for expiry dates and quality problems
- Daily update of movements of commodities in/out of the store
- Enter all data into stock and bin cards
- Update warehouse operation data into the Warehouse management software (TIM)
- Preparation of weekly / monthly consumption report
- Conduct of cyclic counts and inventories in accordance to project schedule
- Planning of the needs and requisition of re-supplies
- Check and maintain Store security measures, e.g. locks, windows, and maintain SCI key management policy.
- Report to the line manager / security responsible in case of problems
Transport & Fleet:
- Ensure that SCI and Hired vehicles are checked on a daily basis, and that regular service and maintenance is carried out as per agreed schedule
- Responsible for tracking of all vehicles on the fleet, including movement planning and day-to-day allocation
- Ensure vehicles have current and lawful documentation.
- Manage service agreements related to vehicle maintenance and fuelling. Monitor fuel consumption and submit monthly reports
- Receive travel requests, and maintain trip schedules and Staff Movement Board.
- Coordinate with incoming and outgoing travelers on pick up an drop times ensuring drivers are briefed of movement plans
- Ensure accommodation is arranged for travelers. Ensure best value for money and that travelers are clearly informed well in advance
Asset Management:
- Maintaining up-to-date control of all assets including tracking donor, value, and location, managing staff issue, and recording all asset movements and disposals
- Oversee the issuance and return of assets to/from staff
- Ensure good condition of assets, and maintain asset condition reports.
- Ensure leased properties are in good habitable conditions. Overseeing repairs on these houses, liaising with the caretaker and landlord where necessary.
- Establish and maintain a list of contact details for preferred service providers including carpenters, electricians, plumbers, generator servicers and builders and make this list available to staff.
- Report any defective communication equipment or service and check on running costs with Finance to ensure no misuse occurs.
- Ensure the data network (internet) is operational and cost effective. Report any defective IT or office equipment to the Field Team Lead or Abuja IT Department.
Communication and Security:
- Ensure adherence to communication protocol at field level.
- Ensure that all communication systems in Field Office are maintained and staff trained in their proper and effective use
- Report all security incidents in writing in a timely manner
- Ensure that all equipment and supplies in Field Office are maintained in a safe and secure manner
Administration & Reports:
- Maintain all Supply Chain files in an organized, accurate and up to date manner; develop shared electronic & manual files to ensure easy access to information.
- Line manage, coordinate, monitor and guide the work of the drivers any other Supply Chain support staff by managing performance on an on-going basis
- Produce weekly procurement tracker and send to SCI Abuja head office
- Produce Supply Chain site report, vehicle and generator cost performance report.
- Update Asset Register and send to capital office every month
- Update the vehicle cost schedule and produce regular vehicle performance and cost reports and send to capital office once per month.
- Comply with all relevant Save the Children policies and procedures with respect to child protection, code of conduct, fraud, health and safety, equal opportunities and other relevant policies
- Work in close collaboration with the finance and administration departments to ensure effective operations and strong team spirit
- Carry out any other tasks required by the line manager
Skills And Behaviours (Our Values In Practice)
Accountability:
- Accuracy and timeliness in all areas of responsibility
- High level of accuracy in work, and ability to analyse complex sets of relationships and situations
- Holds self and others accountable
Ambition:
- Creating best-in-class EA function
- Future-orientated, thinks pro-actively
Collaboration:
- Working effectively with stakeholders to achieve common goals
- Excellent communication and interpersonal skills
- Builds and maintains effective relationships, with their team, colleagues, members and external partners
- Approachable, good listener, easy to talk to
Creativity:
- Designing more effective admin systems
- Willing to take disciplined risks
Integrity:
- Honest, encourages openness and transparency, demonstrates highest levels of integrity.
Skills & Experience
Administrative & General Skills:
- Level of Education – Bachelor’s Degree in Logistics/Procurement, Supply Chain Management or Business Related Field
- Communication & Interpersonal Skill Level – Excellent
- Language Requirements – English – Excellent
- Level of IT Expertise Required – Good
Experience Expectations:
- Desired Number of Years Prior Experience in a Similar Role – 2
- Experience in procurement and Supply Chain with INGO
- Experience in a relatively insecure field based environment
Working Conditions
Ability and willingness to travel to projects and stay in basic conditions when necessary.
Interested and qualified candidates should:Click here to apply
Job Title: Supply and Logistics Officer
Ref: 1900000T
Location: Calabar
Employee Status: Fixed Term
Role Purpose
- The Procurement Officer in Save the Children International will be accountable for the procurement and delivery of local and international orders requested by the Programme teams
- Specifically, the Procurement Officer will be responsible for ensuring timely, cost effective procurement and delivery of goods and services, which are compliant with Save the Children International Country Manual and donor procurement policies and guidelines.
Scope Of Role
- Reports to: Procurement Manager
- Staff directly reporting to this post: One – Intern
Key Areas Of Accountability
Contribute as a Member of the SCI Team:
- Support the delivery of international programming in line with Save the Children mandate, strategy and theory of change.
- Meeting the servicing requirements of Save the Children members and their donors through first class customer service and collaborative working approach.
- Improving outcomes for children through delivery of Save the Children global programme strategy and global initiatives and growth targets.
- Ensure a robust procurement system – fit for the future and harnessing the extraordinary engagement, diversity, talent and commitment of our people.
- Supporting a team environment of continuous learning, growth and development and be held accountable for their commitments.
- Ensuring that the focus of the organisation remains on the rights and needs of children through a time of internal transition and focus.
- Supervise the interns and manage their growth and development
Realise world-class standard global supply chain services through:
- Management of all procurement in line with programme requirements, SCI procurement polices processes and quality standards.
- Ensure that programmes are kept up to date of order status, and that goods are of the right specifications and lead times are met.
- Ensure all orders are processed in timely manner, tracked on overviews and that all relevant documentation is filed appropriately and databases are up to date.
- Source new products when requested by programmes and work with Save the Children members, Regional and Country Offices, programmes and Technical Advisors through the procurement manager to identify quality standards as required.
- Support periodic reviews of Save the Children Standard Products Catalogue in collaboration with relevant parties within SCI and Save the Children members, regions and countries.
- Support the SCI supply chain Unit in the development of contracts for supplies of goods and services.
Ensure significant cost savings for the organisation, donors and beneficiaries through:
- Ensuring “overall best value for money” is achieved through a competitive and transparent procurement process considering quality, availability, time frame, transport and storage costs.
- Advise on best sources of supply and freighting options.
- Ensure compliance with SCI policies and donor rules and guidelines.
- Ensure all appropriate due diligence checks and risk assessments are carried out in line with organisational policies.
- Produce management information (Tracker) reports on a monthly and quarterly basis, including data analysis and recommendations on improving the efficiency of procurement services.
- Support initiatives to improve procurement within save the Children, including around emergency preparedness, medical supply and process reviews.
- Ensure professional management of all suppliers including maintaining good supplier relations and supplier performance review against key performance indicators and framework agreements, regularly updating this information into national supplier database.
- Make suppliers aware of Save the Children values and their need to comply as part of agreements.
- Capacity building of intern and field staff on procurement management.
Skills And Behaviours (Our Values In Practice)
Accountability:
- Holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
- Holds suppliers accountable to deliver on their responsibilities.
Ambition:
- Sets ambitious and challenging goals for themselves and takes responsibility for their own personal development.
- Widely shares their personal vision for Save the Children, engages and motivates others
- Future orientated, thinks strategically and on a global scale
Collaboration:
- Approachable, good listener, easy to talk to; builds and maintains effective relationships with colleagues, Members and external partners and supporters
- Values diversity and different people’s perspectives, able to work cross-culturally.
Creativity:
- Develops and encourages new and innovative solutions
- Cuts away bureaucracy and encourages an entrepreneurial approach
Integrity:
- Honest, encourages openness and transparency, builds trust and confidence
- Displays consistent excellent judgement
Qualifications And Experience
- A minimum of four years of relevant experience, at the national level, in supply, procurement, contracting, and/or other directly related technical fields is required.
- A first level university degree (Bachelor’s) in a relevant technical field (as identified above)
- Chartered Institute of Purchasing and Supply (CIPS) Qualification will be an added advantage.
- Proven and significant experience in international procurement and contract management, including an ability to review procurement demands and trends, and to develop strategies to fill identified gaps.
- Field level experience in logistics for INGOs in international development and emergency programmes
- Knowledge of key institutional donors and their compliance requirements in respect of logistics and procurement
- Highly developed interpersonal and communication skills including influencing, negotiation and coaching.
- Experience of solving complex issues through analysis, definition of a clear way forward and ensuring buy in.
- Commitment to Save the Children values.
- Ability and willingness to change work practices and hours in the event of major emergencies including travelling at short notice and for extended periods of time
- Highly organised with good administration skills for order and information management, able to develop filing systems and databases to ensure an auditable trail.
- A high level of computer literacy (word, excel, powerpoint etc)
Interested and qualified candidates should:Click here to apply
Application Deadline 24th January, 2019.
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