New Job Vacancy at Save the Children International Tanzania – Procurement Officer (Buying)

AJIRA LEO
Save the Children International
Jobs in Tanzania 2020: New Job Vacancies at Save the Children, 2020

Procurement Officer (Buying)
TITLE: Procurement Officer (Buying)
TEAM/PROGRAMME: Refugee Response Programme, Tanzania
LOCATION: Kibondo, Kigoma
GRADE:
4
CONTRACT LENGTH: 1 year, renewable
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CHILD SAFEGUARDING:
Level 2: either the post holder
will have access to personal data about children and/or young people as
part of their work; or the post holder will be working in a ‘regulated’
position (accountant, barrister, solicitor, legal executive); therefore,
a police check will be required (at ‘standard’ level in the UK or
equivalent in other countries).

ROLE PURPOSE:
The
Procurement officer is responsible for purchasing of goods and services
within the within Kibondo Field Office based on needs of Save the
Children’s programmes, managing orders and relations for portfolio of
programmes. The Procurement Officer will also support the Procurement
Coordinator 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 smooth travel coordination and fleet management as per Save the Children Standards.

SCOPE OF ROLE:
Save
the Children has been operational in Tanzania since 1986 with an
initial presence in Zanzibar and now extending to the Mainland with
multi-sector programming. We are working with the government, local
organizations and other international agencies to reduce child
malnutrition, improve maternal, newborn and child health services,
support and strengthen early childhood development, primary, alternative
and inclusive education and educational systems. We strengthen child
protection systems for vulnerable children, promote children’s
participation and contribution to policy and resource allocation for
services which concern them, support, and respond to emergencies

Reports to: Procurement Coordinator
Staff reporting to this post: 5 Drivers
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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 Kibondo field office.
  • Deliver management information reports summarising key trends in performance of the procurement section against KPIs.
  • Manage
    procurement for the Kibondo Office programme in line with SCI
    procurement policies, processes and quality standards through
    supervision of Purchase Requests and Purchase Order processes.
  • Deliver
    on the Kibondo office supply plan, combining use of ad-hoc procurement,
    approved suppliers and contracted suppliers to meet the needs of the
    programmes.
  • 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.
  • Develop strong relations
    with Kibondo field office programme to support them in improving their
    ordering practices and review all Procurement Plans together with the
    Procurement coordinator.

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.
  • Supervise the drivers and conduct performance reviews as per Save the Children Develop to perform Approach

Systems, Tools and Processes

  • Promote and ensure compliance to our Procurement Policy, Procedures and quality standards
  • Provide ProSave support (S2P) and procurement advice for requisitions.
  • Support
    the Procurement Coordinator in the review and update of price lists,
    supplier information/ vetting and specification of goods and services in
    ProSave
  • Support the Procurement Coordinator in turning
    Framework Agreements and Contracts into online catalogues in ProSave
    that staff can order from directly
  • Working with the supply base to ready them/support them for sourcing and ordering through ProSave

Fleet Management

  • Prepare
    relevant paperwork to process payments with respect to taxis services
    provided by companies and or individuals following approval processes.
  • Maintain the fleet book/tracking system and ensure that these are updated timely and as and when necessary.
  • Proactively inform users when plans change /delays are anticipated and follow up all pending travel issues
  • Ensure
    that services/repair for all the projects vehicles for Kibondo Office
    are planned and conducted on a timely basis (to minimize disruption) by
    the approved Garage(s).
  • Supervise quotation/estimated costs
    received from garage and make recommendations to the Coordinator for
    approval before service /repair is done.
  • Responsible for
    engaging with the garage to ensure the repairs are done economically and
    the paper trail in support of the repairs complies with Save the
    Children Procedures.
  • Prepare monthly performance reports for vehicles and submit to the Procurement Coordinator
  • Oversee and issue fuel coupons to drivers in compliance with procedures
  • Review and sign off on a transport log sheet on completion of the sheet by the SCI drivers.
  • Supervise
    the preparation of monthly analysis of fuel consumption against KMs’
    and prepare supporting documentation for the payment to supplier and
    investigate any discrepancies.
  • Prepare the monthly analysis of
    fuel consumption and submit it to the Area Programme Manager and the
    Head of supply Chain in Country Office.

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

  • Bachelor degree in Supply Chain Management; Procurement, Logistics or related fields.
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EXPERIENCE AND SKILLS

  • Minimum
    of 4 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
  • 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.
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Date advertised: 18 Nov 2020
Closing date: 30 Nov 2020 – 23:59 EAT
Location: Kigoma, Tanzania, United Republic of
Department: Supply Chain
Type: Fixed-term contract
Schedule: Full-time



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