Sourcing Officer

2 weeks ago

Hanoi, Hanoi, Vietnam Save the Children Full time

The Opportunity - Sourcing Officer**The position will responsible for handling Save the Children's end to end sourcing operations by managing and leading sourcing activities. She or he will support Sourcing Coordinator in development of relevant reports and other procurement duties to ensure compliance and effective implementation of the SCI policies as well as smooth operation of Save the Children programme in Vietnam.

KEY AREAS OF ACCOUNTABILITY:

Essential duties and responsibilities include but are not limited to the following.

Other duties that are in line with relevant skills, experience and role may be assigned by Line Manager and SMT's members.


Take lead and manage sourcing activities

  • Be the Sourcing lead for sourcing activities across the Country Office and Field Offices in Hanoi, Da Nang, Hai Phong, Ho Chi Minh cities and Lao Cai for goods and services, prepare minutes and provide guidance for the Procurement Committee as needed;
  • Ensure bidding procedures are fully compliant with SCI's policies and procedures and goods and services are purchased to meet identified project needs in quality and time and maximize cost efficiency;
  • Submit the request for establishment of the Procurement Committee with the right person and right capacity for evaluation;
  • Develop the criteria, Invitation To Tender (ITT), list of suppliers for invitation etc in accordance with subsequent steps and ensure the fairness and transparency of the sourcing process;
  • Prepare assigned benefit report (BAF) for Sourcing Coordinator;
  • Follow up with sourcing progress and keep track with assigned ongoing Framework Agreements (FWAs) for cap limits, duration limit; process termination and extension if applicable;
  • Ensure the assigned FWAs are ready for use to meet identified project needs in quality and time and to maximize the value for money in contract award decision;
  • Implement market research and analysis, search for new suppliers, take lead in meeting and negotiations with suppliers;
  • Discover and partner with trustworthy vendors and suppliers;
  • Negotiate pricing and control costs to ensure the most value for money in sourcing activities;
  • Ensure correct TIM postings and inventory reports in accordance with SCI's policies;
  • Implement sourcing activities to support emergency response.

Managing sourcing and contract module in online procurement system (ProSave System)

  • Be responsible for managing the sourcing and contract module in ProSave System;
  • Expand the supplier database and ensure supplier registration in Ariba Network;
  • Validate new suppliers' information and upload to ProSave system and support suppliers to solve all datarelated problems;
  • Process registration of suppliers to Prosave system and maintain the most updated supplier database for all kinds of goods and services as the result of sourcing process;
  • Prepare catalogues and upload to the ProSave System together with the signed FWAs;
  • Update all the signed FWAs and contracts together with the related catalogues as the result of sourcing process in the ProSave System.

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)
  • Facilitate the relevant training and give guidance to improve the sourcing activities;
  • Conduct market research to engage suppliers to adhoc procurements implemented by partners;
  • Provide technical support to the bidding process implemented by partners to ensure the compliance and sourcing efficiency;
  • Support Sourcing Coordinator in building capacity of the relevant staff and partners through training and remote support.

Other tasks

  • Support Sourcing Coordinator in consolidating the needs of all projects and programs to develop the Sourcing Pipeline with a specific implementation roadmap;
  • Support Sourcing Coordinator in coordinating with procurement team and implement sourcing of goods and services based on the Sourcing Pipeline;
  • Provide back up for other Supply Chain team member in implementing assigned PRs to meet identified project needs in quality and time, and ensure full compliant with SCI's policies and donors' requirements.

Working contacts

  • Internal:_ All staff
  • External:_ Visitors, partners and suppliers

BEHAVIOURS (Values in Practice)**
Accountability:
  • Holds self
  • accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values

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, c

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