Supply Chain Officer

3 months ago

Hà Nội, Vietnam Save the Children Full time

**The Opportunity - **Supply Chain Officer**

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

She or he will support Procurement 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.

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.

**SCOPE OF ROLE**:
**Reports to**:Procurement Coordinator

**Direct**: Procurement Coordinator

**Staff reporting to this post**:NA

**Budget Responsibilities**:NA

**Role Dimensions**: Coordination with Managers and other staff in Country Office and Field Offices; Supply Chain and Procurement staff; Partners ; Suppliers.

**KEY AREAS OF ACCOUNTABILITY**:
**1. **Conduct procurement activities and support Procurement Plan development**
- Review assigned projects procurement plans and closely work with projects teams to finalise and update them;
- Support Procurement Coordinator in developing a consolidated Procurement Plan;
- Collect information to understand the market and prepare for procurement works (annual, quarterly, monthly, weekly);
- Conduct all required procurements in accordance with SCI 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 the suppliers and working with them to ensure highest quality;
- Create and maintain a filing system for related procurement activities and ensure the accuracy of computerized database and administrative filling;
- Support project teams in preparing Procurement Plan for new project proposals;
- Work with project teams to ensure all related procurement works are done before project closure;
- Conduct emergency procurement effectively if required.

**2. **Ensure smooth operation of online procurement system (ProSave)**
- Maintain the smooth operation of ProSave and ensure the proper process of the every purchase requests from assigned projects in ProSave system;
- Expand supplier data and ensure proper supplier registration in Ariba Network;
- Validate new suppliers’ information, upload to ProSave system and support suppliers to solve all data-related problems;
- Support assigned projects with ProSave problems;
- Implement supplier training sessions to engage the suppliers with the Ariba Network;
- Timely raise issues and concerns to the Procurement Coordinator and Supply Chain Manager.

**3. **Ensure the proper management of TIM system, warehousing and distribution**
- Maintains an effective warehouse management and TIM system with proper inventory codes and implement the periodical stock check and prepare inventory reports for Country Office and Field Offices;
- Ensure all stock items in warehouse are properly manage according to SCI procedures including regular reconciliation between TIM and Agresso;
- Manage the physical warehouses, including maintaining warehouse rental contracts, insurance for goods in the warehouses, stock count, stock disposal, stock cards, stockpiling schedule and stock turnover reports;
- Ensure the storage and warehouse facilities are properly managed and maintained according to SCI policies;
- Work closely with Budget Holders to update the expiry list of products, stock of to-be-closed SOFs and delivery schedule to ensure stock management efficiency.
- Maintain and update the registration of TIM users; update the master list of products in TIM;
- Coordinate the importation process of office equipment, vehicles, office supplies, personal effects, project suppliers, etc. Support the transport arrangements for SC consignments from Hanoi to other locations;
- Assists in obtaining all authorization and documentation required for duty-free importation when needed.

**4. **Staff and partner capacity building**
- Contribute to capacity development for the Supply Chain team members (internal training for SC team members, mentoring/on-job training for new members, buddy, etc.);
- Provide technical support and help build capacity of 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 guidances;
- Improve budget holder’s capacity on procurement budgeting and planning according to SCI guidance.

**5. **Provide back up to other team members**
- Provide back up to other staff in the team when required;
- Back up sourcing team to take lead in sourcing process for goods and service

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