Job Description

JOB TITLE:

Supply Chain Senior Officer (Pending Donor's approval)

TEAM/PROGRAMME:

Program


Operations

-

Supply Chain Department

LOCATION:

Aswan Field Office

GRADE: 3

TYPE OF CONTRACT:

National - Fixed (12 months)

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 position holder will be responsible for handling and coordination of supply chain issues, mainly

procurement, fleet, and assets

activities in consistency with Save the Children policies and procedures. In addition to managing certain commodities within the supply chain, perform Sourcing/buying activities in compliance to the policies and procedures and maintaining the archiving system.

SCOPE OF ROLE:

Line Manager:

Aswan Field Manager

Staff directly reporting to this post:

2 (Supply Chain Officer & Supply Chain Assistant)

Travel

: possible travel to governorates around 25%.

KEY AREAS OF ACCOUNTABILTY:

Management of procurement team

Manage and mentor a team of procurement staff to ensure timely and compliant delivery of procurements including prioritization and workload balance Support staff to strengthen capabilities in procurement processes Foster a team culture of collaboration and business partnership with the program team with a focus on resolving problems and delivering quality service. Conduct quarterly and annual staff appraisals and goal-setting processes, providing constructive feedback and ensuring that goals are set to meet the procurement needs to program teams

Management of timely, compliant procurement processes

Ensure adherence to Save the Children's standard procurement policies, procedures and practices throughout all processes Where applicable, ensure that procurement processes comply with any donor-specific requirements providing guidance and support to relevant staff as needed. Consolidate and analyze procurement plans from all projects in Awan Field Office and ensure Supervise and conduct procurement processes that are appropriate, compliant, and cost-effective, considering budget, market conditions, infrastructure, program needs, and timely delivery requirements (Benefit Tracking). Manage Framework Agreements (FWA), monitor spending, and facilitating renewals, amendments, or additional agreements as required. Support the procurement team to review newly submitted Purchase Requests (PRs), verify accuracy and feasibility of delivery timelines and mentor requesters on proper PR preparation or necessary revisions. Track deadlines for quotation submissions and facilitate Competitive Bid Analysis (CBA) and procurement committee meetings, ensuring timely notification of committee members. Facilitate/participate in tender evaluation committees to ensure compliance and achieve the best value outcomes. Ensure that bid committee meetings are properly minuted, detailing the analysis of quotations, reasons for supplier selection, and obtaining necessary approvals
Lead negotiations with suppliers to secure optimal terms and value. Ensure delivery deadlines for goods and services are properly monitored in each contract or purchase order (PO) and that timely reminders are sent to suppliers and ensure the procurement and delivery of supplies are executed efficiently and cost-effectively. Ensure that payment processes are tracked and coordinated with the finance team and suppliers Ensure all necessary authorizations and approvals are obtained for all documents.

Preparation and documentation of procurement processes

Ensure accurate records are maintained (hardcopy / online) to meet audit trail requirements. Develop and maintain price lists, supplier databases, prequalified vendor lists, and conduct market surveys.
Collaboration and teamwork


Serve as an active member of the Greater Cairo Area Management Team, supporting the Area Manager to build a coherent, collaborative culture and ensuring that the supply chain team aligns its priorities to those of the Area Office. Support Project Managers to develop realistic procurement plans Provide coverage for departmental colleagues in their absence across SCI Egypt offices Undertake additional responsibilities or tasks as assigned by the line manager.
Fleet and Assets


Manage our owned cars and day-to-day fleet/trucks rent operation, ensuring compliance with SCI procedures. Work on updating the weekly-consolidated fleet plan and sharing it with relevant stakeholders. Responsible for the asset register in accordance with SCI and donors' procedures. Ensure keeping the asset register up to date by receiving the updates from the procurement team on monthly basis. Submit the updated asset register to the supply chain senior manager and/or asset focal point on monthly basis. Apply SCI mandatory templates on all asset's movement, donation, and disposal. Coordinate with the projects' managers the projects' closure in terms of assets disposal plan, and assets close out checklist. Apply SCI mandatory templates on all asset's movement, donation, and disposal. Other duties assigned by line manager.

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. Ensure Embed counter-fraud and ethical controls in all operational processes, ensuring compliance with donor and legal requirements, while collaborating with Finance and Counter-Fraud teams to mitigate risks and conduct assessments for high-value programs.

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 AND EXPERIENCE

Bachelor's degree in relevant business field is required 5-7 years of work experience in the field of Supply chain, Procurements and Logistics is required. High computer skills on MS office programs especially MS Excel. Highly developed interpersonal and communication skills including influencing, negotiation and coaching. Highly developed facilitation and capacity building skills. Good communication and writing skills in English language is required. Familiar with emergency responses. Commitment to Save the Children's values.

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.

Health and Safety

The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.