Sourcing Coordinator

2 weeks ago

Hanoi, Hanoi, Vietnam Save the Children Full time

The Opportunity - Sourcing Coordinator**The post holder is responsible for handling Save the Children's end to end sourcing operations by managing and coordinate all sourcing strategy, plan and activities, including procurements, supply chain, logistics, development of relevant plans and reports. The post holder will be able to develop and finalise qualified sourcing strategy, plan and implement sourcing activities by analysing the organization's spending, supplying partnerships and new possibilities to ensure compliance and effective implementation of the SCI policies as well as smooth operation of Save the Children programme in Vietnam.


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:

1. Be responsible for sourcing management

  • Manage the sourcing activities across the Country Office and other Offices in Vietnam and SCI project areas. Review the Procurement Plan and consolidate the needs of all projects and programs to develop the Sourcing Pipeline with a specific implementation roadmap.
  • Work with Procurement to together develop the Minimum Preparedness Action (MPA) and Emergency Procurement Plan (EPP)
  • Process and participate in proposal and budget submission and verify the Procurement Plan in coordination with Award and Project teams for submission to donors.
  • Ensure strict compliance to SC and donors' policies and procedures.
  • Be responsible for managing the sourcing module in online procurement system (ProSave System) and supervising sourcing progress
  • Coordinate and support the procurement team to implement the sourcing of highvalue packages.
  • Optimize sourcing procedures to attain maximum efficiency. Analyze and calculate costs of procurement and suggest methods to decrease expenditure
  • Cooperate with stakeholders to guarantee agreement on terms and processes
  • Do often research to understand organisation's operations needs and requirements and research and anticipate shifts in the negotiating power of suppliers

2. Take lead of sourcing activities

  • Follow up with sourcing progress and keep track with ongoing Framework Agreements for cap limits, duration limit; process termination and extension if applicable.
  • Coordinate with procurement team and implement sourcing of goods and services based on the Sourcing Pipeline; ensure bidding procedures are fully compliant with SC (and donors' if applicable) policies and procedures
  • Be the Sourcing lead for sourcing activities across the Country Office and Field Offices and SCI project areas for goods and services, prepare minutes and provide guidance for the Procurement Committee as needed;
  • Review 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
  • Submit the request for establishment of the Procurement Committee with the right person and right capacity for evaluation.
  • Ensure the 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.
  • Prepare benefit report (BAF) for the signed FWAs to submit Asia Regional Office in due time for approval.
  • Communicate with ARO and Center for submission of ITT

3.

Maintain an updated online sourcing data:

  • Process registration of suppliers to online procurement platform (Ariba Network) and online procurement system (ProSave System), maintain the most updated supplier database for all kinds of goods and services as the result of sourcing process.
  • Prepare catalogues for approval and uploading to the online procurement system (ProSave System) the signed framework agreements (FWAs)
  • Update all the signed framework agreements (FWAs) and contracts together with the related catalogues as the result of sourcing process in the online procurement system (ProSave System).

4. Staff capacity development

  • Develop the team's sourcing capacity to build a high performing team
  • Implement coaching, mentoring and creating developmental opportunities for procurement and sourcing staff in Country Office and Field Offices.
  • Implement quarterly staff performance review and staff development plan.
  • Facilitate the relevant training and give guidance to improve the sourcing activities.
  • Recognition and rewards for outstanding performance
  • Documentation of performance that is less than satisfactory, with appropriate performance improvements/ work plans

5. Ensure suppliers' engagement and supplying partnership

  • Provide technical expertise for partner's procurement in coordination with the project staff and/or finance team
  • Provide inputs to Partner's Guideline when it is required to improve the processes and compliance in working with finance team
  • Conduct market research to engage suppliers to adhoc procurements impl

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