Procurement Officer

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 police checking/vetting process staff.

 

ROLE PURPOSE: 

The Procurement Officer (Buying) is responsible for purchasing of goods and services within based on needs of Save the Children’s programmes, managing orders and relations for a complex portfolio of programmes. The Procurement Officer will also support the Procurement Team in:

• Ensuring that the right supplies and services are procured and that there is timely procurement and delivery of goods and services to programmes to deliver outstanding results for children
• Ensuring best value for money is achieved through competitive and transparent procurement processes
• Ensuring the update of the Procurement Tracker
• Proper Filing for all procurement documents 

 

SCOPE OF ROLE:

Reports to: Head of Procurement 

Staff reporting to this post: 

KEY AREAS OF ACCOUNTABILITY :

 

Procuring Goods and Services (Buying)

• Manage suppliers professionally and proactively, providing feedback to improve performance and leading periodic review meetings.
• Provide procurement advice and support to field offices.
• Manage procurement for the programme in line with SCI procurement policies, processes and quality standards through supervision of Purchase Requests and Purchase Order processes.
• Deliver on the Country office supply plan, combining use of ad-hoc procurement, approved suppliers and contracted suppliers to meet the needs of the programmes. 
• Develop strong relations with field office programmes to support them in improving their ordering practices and review all Procurement Plans together with the Logistics Manager.
• Deliver management information reports summarising key trends in performance of the procurement section against KPIs.
• Ensure all orders are processed in timely manner, inputted on Procurement Tracker, status updates are communicated to programmes, and that all relevant documentation is filed appropriately.
• Ensure supplier files are routinely updated on performance and that regular reviews of performance are undertaken by the Procurement Committee for evaluation of suppliers for future use.

Delegate to the Procurement Assistant (if present) routine Procurement duties and support and supervise to ensure processes are followed in a timely manner and according to SCI policies.

 

Team Management and Capacity Building

• Conduct Performance Review with line report and ensure clear work and personal development objectives are established with timelines and regular feedback and support is provided. 
• Develop strong relationships with field office programmes to support them in improving their procurement practices

 

Performance Management

• Support the line manager in the production of management information reports on a monthly and quarterly basis, including data analysis and recommendations on improving the efficiency of procurement processes.

 

Systems, Tools and Processes

• Promote and ensure compliance to our Procurement Policy,  Procedures and quality standards
• Provide Pro Save support and procurement advice for requisitioners and our FOs
• Support the Procurement Team in the review and update of price lists, supplier information/ vetting and specification of goods and services in Pro Save
• Support the Procurement Coordinator in turning Framework Agreements and Contracts into online catalogues in Pro Save that staff can order from directly
• Working with the supply base to ready them/support them for sourcing and ordering through Pro Save

 

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.

 

 

 

 

 

QUALIFICATIONS 

• BA/BSc in Business Adminstration; procurement or related fields> and/ or Preferred Chartered Institute of Purchasing & Supply (CIPS) or equivalent Experience>

 

EXPERIENCE AND SKILLS

• Minimum of 2  years of relevant experience working in procurement, preferably in an NGO/and/or development program, with in depth experience in managing procurement processes 
• Strong knowledge and experience of implementing procurement processes, driving contract compliance and embedding buying best practice
• Excellent supplier management skills and a strong ability to hold suppliers accountable to deliver on their responsibilities
• Knowledge of NGO/ Donor policies and their compliance requirements in respect of Procurement and wider supply chain activity
• Strong interpersonal and communication skills including influencing, negotiation and coaching.
• Excellent organisational skills, with the ability to juggle multiple tasks with competing priorities and simultaneously stick to deadlines, whilst maintaining relationships with suppliers and customers
• Excellent reporting skills, particularly the ability to quickly develop clear and concise delivery tracking, scheduling or pricing, donor, monthly KPI reports
• Willingness to undertake field travel as required and work in difficult environments according to travel environments
• <Excellent oral and written communication skills; Fluency in spoken and written English
• Commitment to and understanding of Save the Children’s aims, values and principles

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.

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.

JD written by:    Date: JD agreed by: Date: Updated By: Date: Evaluated: Date: