Procurement Assistant
TITLE: Procurement Assistant
TEAM/PROGRAMME: Supply Chain/ Support LOCATION: Sittwe Office, Rakhine
Number of Position: 1
GRADE: NAT-5 CONTRACT LENGTH: Fixed Term
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 vetting process staff.
ROLE PURPOSE: The Supply Chain department in Rakhine provides a full range of supply chain services to the Rakhine field office program. The department is made up of several teams including the Procurement team who ensure goods and services required by the projects are sourced and procured in a transparent, efficient and accountable manner. The Procurement team handles all approved procurements and processes them according to the SCI and donors’ regulations in force. The Procurement Assistant will be accountable for the effective implementation of the Procurement Process under the SCI Sittwe,Rakhine while achieving the Best Value for Money. He/she will lead the procurement process for Goods/Services sourcing procurement process,Lease, consultancy service,etc..for SCI in Rakhine. Under the supervision of the Procurement Officer and with the technical support of Area Supply Chain Coordinator is responsible for planning, forecasting, preparing orders according to programme needs, following up with suppliers and or procurement agents from donors and receiving all Goods/Services according to the SCI procurement procedure.
SCOPE OF ROLE:
Reports to:Procurement Officer
Staff reporting to this post: Nil
Budget Responsibilities:No Financial Approval
Role Dimensions: No regular Contract
KEY AREAS OF ACCOUNTABILITY :
In consultation and under supervision of the Procurement Officer :
• Perform daily procurement activites as the procurement focal person in coordination with the requestor, budget approvers and suppliers as required in transparent manner.
• Responsible for getting all required signatures on procurement documents in relate with sourcing (e.g. PR, RFQ, RFP, CBA, PO/Contract, meeting minutes, file note,Waiver /Contracts, Payment authorization) in a way that follows SCI procedures and ensure that the processes are compliant with SCI policy and procedures.
• Assist Procurement Officer for communicating with suppliers in order to get quotes, specifications and quality information for related procurement process for Goods / Services.
• Ensure all the suppliers are vetted before PO/Contract and Regular monitoring of each procurement activities and red flag to line manager for any signs of fraud and corruption related signs.
• Receives invoices from suppliers, checking they are correct and complete, and forward payment requests together with all necessary supporting documentation to Procurement Officer, monitoring the process to ensure payment is made on time to the supplier.
• Ensure the compliance of all Goods / Services buying procurement processes with supporting documents, especially before purchase orders and payment authorization stage.
• Make sure negotiations with suppliers are performed in efficient ways and in line with procurement policy and manuals while achieving the best value for money.
• Assist Procurement Officer on conducting of local Market survey and price list survey.
• Regular updating realted procurement process to procurement data administrator to get quality data for procurement KPI report and other Procurement reports if required. Ensure all the updated/changed data and information are captured in relevant tracker and documented.
• Respond flexibly to changing program needs, reprioritising tasks in a logical, sensible way and in coordination/consultation with the Procurement Officer
• Works closely with the Procurement Officer to ensure all necessary paperwork is provided for the supply chain management filing system and Payment.
• Comply with all relevant Save the Children policies and procedures with respect to child safeguarding, anti-bribery, transparency, conflict of interest and other relevant policies.
• To undertake any additional duties as designated by the Procurement Officer and/or Procurement Coordinator.
• Conduct procurement activities in the ProSave system for all procurement processes appropriately in compliance with the system.
For Partnership:
• Assist to provide procurement technical related inputs to SCI partners and support for partners’ supply chain capacity building activities as and when requested by Program, Awards, operations focal person,if needed
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
• Always acts in the best interests of children
QUALIFICATIONS,EXPERIENCE AND SKILLS
• At least one year professional experience, ideally with an international organization
• Bachelor’s degree or equivalent level of working experience.
• High level of skills in Microsoft Excel, Word and Outlook
• Attention to detail and excellent numeric accuracy.
• Ability to keep clear and concise records.
• Ability to understand and follow organizational procedures.
• Experience of managing a complex filing system: both paper and electronic.
• Good team working & communication skills.
• Flexibility under pressure and in response to changing needs.
• A good level of spoken and written English.
• Experience in logistics, supply chain and/or humanitarian work
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.
All staff has an obligation and a responsibility to:
• Ensure they fully understand the provisions of the Child Safeguarding Policy, the Code of Conduct and Local/Country Procedures.
• Conduct themselves in accordance with the rules of the Child Safeguarding Policy, in their personal and professional lives – which includes reporting suspicions of child abuse.
• Ensure the way they are carrying out their work is not putting children at risk (or further risk) – this means constantly scrutinizing their work through a child safeguarding lens and talking to children about possible design/implementation “flaws”.
• Promote the message of child safeguarding to colleagues in other organizations and government ministries, children in their own and beneficiary families, and community members in general.
• Be vigilant about observing possible child abuse/harm in their personal and professional lives.
All managers have the above responsibilities as well as ensuring
• Their staff are doing the above.
• That child safeguarding is integrated and given a “voice” in all management processes including recruitment, induction, performance management, team meetings, annual planning processes, field level monitoring, etc.
Safeguarding our Staff:
The post holder is required to carry out the duties in accordance with the SCI anti-harassment policy.
Health and Safety
The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.
Remark: For those who failed to mention or incorrectly mention the apply position title, Programme/Sector name and location in their applications, we will consider those as disqualify and we will not consider for short
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