Admin & Supply Chain Officer

1 week ago

Ho Chi Minh City, Ho Chi Minh, Vietnam Save the Children Full time

Vacancy:

Admin & Supply Chain Officer**Under the supervision of Procurement Coordinator, the position will responsible for overall performance of procurement task and admin tasks in Ho Chi Minh Office, in accordance to SCI and government requirements.


The position will be responsible to implement all procurement activities for all projects and office operation and ensure that goods are purchased to meet identified project needs in quality and time; warehouse management including TIM.


The position will be in charge of providing professional service or advice to staffs and visitors in Ho Chi Minh office on all admin and logistics related issues to ensure the quality implementation of project activities.


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.


KEY AREAS OF ACCOUNTABILITY:

Supply Chain Functions:

_ 1. __Conduct procurement activities and support Procurement Plan development_**- Review projects procurement plans; closely work with projects teams to finalise and update them;

  • Working with the Procurement Coordinator in developing consolidated a Procurement Plan;
  • Collect information to understand the market and prepare for a procurement works (annual, quarterly, monthly, weekly).
  • Conducts all required procurements in accordance with SC procurement guidelines and donor's rules and regulations and to meet the programs' demand for quality and timeline;
  • Monitor quality of goods and services provided by suppliers and working with them to ensure highest qualities.
  • Draft contracts for review by Procurement Coordinator and or Supply Chain Manager
  • Creates and maintains a filing system for related procurement activities and ensure the accuracy of computerized database and administrative filling;
  • Support projects team in preparing Procurement Plan for new project proposals;
  • Work with projects team to ensure all works related procurement done before project closure.
  • Support the effective emergency procurements for the Southern Area projects if required.

_2. __Ensure smooth operation of online procurement system (ProSave)_**- Maintain the smooth operation of ProSave and ensure the proper process of every purchase requests from assigned projects in ProSave system;

  • Expand supplier data and ensure supplier registration in Ariba Network;
  • Validate new suppliers' information and upload to ProSave system and support suppliers to solve all datarelated problems;
  • Support assigned projects with ProSave problems;
  • Implement supplier training sessions to engage the suppliers in the Ariba Network.
  • Timely raise issues and concern to the Procurement Coordinator and Supply Chain Manager.

_3. __Ensure the proper management of warehouse and TIM system_**- Maintains an effective warehouse management system and TIM with proper inventory codes and conduct physical stock check when required;

  • Ensure all stock items in warehouse are properly manage according to SCI procedures including regular reconciliation between TIM and Agresso

Administration and logistic arrangement:

  • Provide daily implementation of all logistics and ensure the smooth administrative operation in Ho Chi Minh office such as logistics support for meetings, workshops, handling office supplies, equipment, furniture, office permit, and other related activities.
  • Ensure regular inventory physical check for all asset in Ho Chi Minh Office and all asset are proper manage according to SCI policies.
  • Ensure the strict compliance to the Office Protocol, Fleet Operation Guideline in hiring cars for staff travelling
  • Maintain the physical and electronic filing system in Ho Chi Minh Office.
  • Make sure that the maintenance and repair of office assets is done in proper and timely manner
  • Ensure Ho Chi Minh offices petty cash are properly managed and monitor as per SCI policies.
  • Implementation of Safety and Security plan in Ho Chi Minh City;
  • Manage contracts for office services including office lease, Telephone, Internet, Office supply, car rental, hotel, air fares, insurance for office's assets, etc.
  • Ensure basic stock of office supplies is available at all times, including stationary items and pantry stuff.
  • Ensure proper storage and security of all items, and track usage of all such supplies.

Staff and partner capacity building

  • Contribute to capacity development for the Supply Chain team members (; internal training for SC team members, mentoring/onjob training for new members, buddy, etc) Provide technical support and help biding capacity of the relevant staff and partners through training, coaching, regular visits and remote support;
  • Support partners' procurement activities in working closely with project staff and finance teams.
  • Conduct training and induction on SCI policies for all staff and budget holders on Procurement Manuals and related guidance;
  • Support bu

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