Supply Chain Assistant

The Opportunity – Supply Chain Assistant

Post location: West Bank Field Office

Contract Duration and Level of Effort: 12 months

***Due to the urgency to fill this role, applications will be reviewed on a rolling basis. Kindly note that the position might be filled before the vacancy announcement is closed; therefore, early applications are encouraged.***

***This role will be contingent upon securing available funds, and we might use this vacancy to fill more than one post.***

ROLE PURPOSE:

This role will support the Supply Chain Officer in the Supply Chain Management field in the WBFO according to Save the Children (SCI) policies and procedures. This position is responsible for effective supply chain support to programme implementation, and field office operations according to the threshold of the Scheme of Delegation (SoD) of the Field Office. In addition to maintaining compliance with record keeping and reporting as per the system requirements.

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.

SCOPE OF ROLE:

Reports to: Supply Chain Officer

Dotted Line (Technical/Functional Lead): Supply Chain Manager

Staff reporting to this post: None
Role Dimensions: oPt CO is a high complexity country, multi-member interest, with an annual budget of around $40+m, and 100+ staff. Currently the program is experiencing a growth in funding and complexity due to the war in Gaza.

KEY AREAS OF ACCOUNTABILITY:

Key Area 1: Procurement:

• Manage and update the supplier’s invitation, registration and qualification of ProSave.
• Support the suppliers and services providers to create Ariba network account and get the ANID from the registered supplier.
• Create the sourcing project on ProSave for the needed procurement activities and lead the process with the support from the supply chain officer in the FO
• Act as sourcing lead for the formal quotation and tender process in the CO and when needed in the FO.
• Create the catalogues for the FWAs and to be sent to the system admins to be published on the system
• Create the Contracts and FWAs on ProSave with coordination with the supply chain office for the compliance part in the System. Follow up with the suppliers to receive the ordered goods/services on timely manner
• Create invoices on ProSave and submit the original documents to the Finance
• Ensure that all the submitted invoices on ProSave are well reconciled and paid to the suppliers.
• Prepare the zero VAT requests for the FO procurement activities.
• Provide technical support to the program team on ProSave
• Ensure all procurement is carried out in accordance with appropriate Save the Children global procurement policies and procedures, and where required; donor guidelines.
• Assure procurement plans are in place for each grant.

Key Area 2: Fleet Management

• Support the Senior Supply Chain Officer in the fleet management.
• Review the monthly fleet trackers for the CO and the field offices.
• Ensuring the fleet utilization and availability.

Key Area 3: Assets Management

• Responsible for ensuring that all assets are recorded, managed and disposed of in the country office, provide similar support to the field offices, in accordance to Save the Children guidance.
• Implement and maintain Save the Children Assets Management System (registration, control and tracking).
• Update lists of all assets and inventory items in compliance with Save the Children policy, on monthly basis.
• Cooperate with relevant departments to ensure proper tracking methods are followed to monitor the movement/changes of any assets and ensure proper control/handling of equipment at all times.
• Tagging of all new assets.
• Ensuring damaged or broken assets are reported and filing of all Repairs/Return Requests.
• Assure quarterly physical checks are done on assets and inventory items.
• Ensure that all the Contracts and FWAs related to the FO are published properly on ProSave
• Support the suppliers to confirm the purchase order/s through the system
• Follow up with the requesters to receive the goods and services on ProSave

In order to be successful, you will bring/have:

Essential

• At least +2 years of experience in Supply Chain in INGOs within a complex/large scale country program, and in emergency response/humanitarian environments.
• Substantial experience in all technical areas of Supply Chain operations including procurement, logistics, transport/distribution, fleet management, and asset management,
• Experience of developing/implementing a complex international supply chain to support different types of programmes, and coordinating resources to meet the programmes objectives.
• Experience in working in remote field bases with limited infrastructure.
• Ability to synthesize and analyses complex information, and make clear, informed decisions.
• Experience in advising and supporting others at all levels with supply chain aspects of a programme, including strategic thinking, planning & donor relations.
• Ability to build positive & productive relationships quickly with a wide range of stakeholders, both internally and externally.
• Excellent planning, management and coordination skills, with the ability to organize a substantial workload comprised of complex and diverse tasks, and responsibilities.
• Strong communication (written and spoken), and interpersonal skills in English, with experience in managing multicultural teams.
• Ability to manage a complex and diverse workload and work with tight deadlines.
• The ability to work closely within a team and to improvise and work in an atmosphere that can be stressful.
• Able and willing to travel frequently to field sites.
• Computer literate (i.e. WORD, advanced Excel, Outlook, Internet Explorer).
• Commitment to Save the Children values.
• A valid driving license.
• 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 financial policies and guidelines.

Desirable

We offer a competitive package in the context of the sector. This role is offered on the basis of national/international terms and conditions. Priority will be given to nationals at national contract.

Save the Children promotes a diverse and inclusive work environment, women and people with different abilities are strongly encouraged to apply.

The Organisation

Save the Children works in development and humanitarian contexts with children and partners to help families, communities, and governments identify and use innovations to ensure all children survive, learn and are protected.

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 realize 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 environment where ambition, creativity, and integrity are highly valued.