TITLE: Supply Chain Manager
TEAM /Program : Gate way to Education Project
LOCATION: Country Office, Sanaa
Level 3: the role 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 in country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.
The purpose of this post is supporting the Project Director, USAID Yemen Gateway project and project team in procurement of goods and services and delivery of administration services. Ensure transparent, effective, efficient and accountable management of procurement for Gate way to Education, Guarantee availability of assets, equipment, supplies, materials and services at the best possible price and quality and efficient use of Project resources. Delivery of items in a timely manner. Ensures that all administrative services are delivered in a timely and appropriate manner based on Gate way Project needs.
In coordination with the Project Director, review and update as needed the procurement and administration policies and procedures, and build capacity within the procurement function in all Gate way field offices; understand Save the Children’s policies and procedures and donor regulations surrounding procurement and ensure these are implemented correctly. Advise on large scale procurement to ensure compliance with USAID/SCI policy and best practice.
SCOPE OF ROLE:
Administrative Reporting: Project Director, USAID Yemen Gateway to Education Project
Staff reporting to this post: None .
Scope of the role:
closely with Gate Way Project core team, CO Supply Chain team, Finance team. And Gateway field offices/PMs. Requires strong leadership on compliance to donor/USAID and SCI policies. Involves in-depth knowledge of donor procurement policies and involves a strong capacity building element to the field teams.
KEY AREAS OF ACCOUNTABILITY:
• Receive all requisitions for Gate way Project, ensure approval by authorized signatory. Consult with requestor on specifications, advise on best processes and initiate purchase procedures.
• Initiate canvass for assets and services getting three documented quotations for assets according to procurement policy, for non –approved suppliers.
• Suggest procurement committee as per SCI procurement policies and procedures and as per the SCI Yemen CO Logistics Manual and donor requirements
• Provide an advisory role for the functioning of the procurement committee. Ensure due process is followed and fair/transparent purchasing decisions are made.
• Oversee the preparation of purchase orders based on best quality and best cost of supplier.
• Maintain proper documentation of all procurement.
• Following a competitive bidding process or market surveys, establish preferred vendor listing. Establish procedures for 6 monthly review and maintenance of the vendor listing, to include feedback on vendors and negotiation of preferred rates.
• Implementing all procurement transactions and activities according to SC/donor rules and regulations and ensure all staff engaging in procurement activities understands and applies the rules and regulations surrounding these.
• Ensure the application of the procurement process is fully conversant with Save the Children and USAID
• Responsible for ensuring any documentation for importation or exportation is complete and in compliance with SC policy.
• In consultation with the Project Director, establish mechanisms to monitor compliance with the policies and procedures.
• Oversee of the delivery supplies/services between supplier and programme.
• Negotiate leases (if applicable), agreement for service and supply contracts/ Frame Work Agreements (FWAs).
• Maintain files, draft correspondence and assist in administrative matters.
• Collaborate with Finance Team to ensure that payments to suppliers and service provider are made in a timely manner.
• Support the procurement staff in all Gate way field programmes when and if required and as per capacity building needs
Collate the procurement data from field programmes and report any discrepancies and other standard related issues to the Project Director.
COMPETENCIES FOR THIS ROLE:
BEHAVIOURS (Values in Practice)
• 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
• Supports an environment to lead, enable and maintain our culture of child safeguarding
• 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
• Future orientated, thinks strategically and on a global scale
• 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.
• Develops and encourages new and innovative solutions
• Cuts away bureaucracy and encourages an entrepreneurial approach
• Honest, encourages openness and transparency, builds trust and confidence
• Displays consistent excellent judgement
QUALIFICATIONS AND EXPERIENCE:
• University Degree in a related field.
• Diplomacy, tact and negotiating skills.
• Team-working skills.
• Flexibility under pressure and in response to changing needs.
• Attention to detail and excellent numeracy.
• Good experience in Warehousing, vehicle management, assets and administration.
• Good written and spoken English and other languages as required.
• Ability to keep clear and concise records.
• Commitment to SCI child safeguarding policies, equal opportunity and gender policies.
• Commitment to humanitarian principles and with the aims and objectives of SCI Yemen
• Previous work experience, ideally with non-governmental organizations and USAID supported programmes would be an advantage.
• Experience in Logistics Management.
• Logistics training or qualification an added advantage.
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.
The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.
Health and Safety
The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.