The Save the Children Fund, commonly known as Save the Children, is an international non-governmental organization that promotes children's rights, provides relief and helps support children in developing countries

ROLE PURPOSE:

The Procurement Officer (Sourcing) acts as a crucial component in the SCI Supply Chain team which aims to deliver quality goods and services across all the field offices, The supply chain officer (Sourcing) is responsible for coordinating sourcing for KCO, including

• Develops and maintains a Sourcing Pipeline of anticipated future Procurement demand for both development and humanitarian programmes.
• Runs sourcing procedures in line with the Procurement Manual to deliver identified business supply needs.
• Ensures best value for money is achieved through competitive and transparent sourcing.
• Manages key supplier relationships to develop strong strategic partnerships with critical suppliers.

SCOPE OF ROLE:

Reports to: Supply Chain Coordinator

Staff directly reporting to this post: None

Location: Nairobi

KEY AREAS OF ACCOUNTABILITY:

Strategy and Planning

• Contribute to the development of the sourcing elements of the Procurement strategy and implement agreed sourcing approaches within the country
• Be the country champion of the Sourcing Best Practice Initiative to ensure effective use of global resources for sourcing.

Sourcing of goods and services

• Continually review and understand the internal and external environments and identify opportunities to add value to our operations through effective sourcing.
• Develop sourcing approaches to meet programme supply needs based on plans, procedures, and requests received.
• Support the implementation of complex sourcing processes (i.e., formal quotations and tenders) to ensure optimal sourcing outcomes.
• Support ensuring that all appropriate due diligence checks and risk assessments are carried out in line with organizational policy.
• Support tracking and reporting financial benefits resulting from sourcing activities, and submit the benefits for approval through the e‑benefit system.
• Compile fully signed Framework Agreements and contracts and ensure they are published and utilized in the system in liaison with the Supply Chain Coordinator.
• Assist in contract management activities, including negotiations, tracking supplier performance, and monitoring supplier contract expiry to ensure timely renewal or sourcing. Also support ensuring that contract spend is managed in the Purchase‑to‑Pay system, and any likely overspend is documented and approved. Submit monthly reports on sourcing, contract status, and expenditure to the Supply Chain Coordinator for review and onward sharing with the head of department and management.
• Support generating sourcing initiatives that reduce supply chain turnaround times and enhance supply chain efficiency.
• Support the invoice payment process by ensuring all procurement checklist stages are completed and by submitting documentation to the Supply Chain Coordinator for review and onward sharing with Finance.

Supplier Management

• Support supplier selection and contracting activities by undertaking market research and analysis, running tenders and setting up Contracts, Pre-Qualified Suppliers and Framework Agreements where appropriate for selected supplies for the country and all the field offices
• Support in contract management, ensure all contracts are published in the purchase to pay system
• Manage our supply base by tracking supplier performance, actively liaising with suppliers, and undertaking supplier risk management e.g. vetting
• Support in capacity building of suppliers to understand Save the Children values, policies, and procedures, and their need to comply as part of agreements.
• Ensure we only work with vetted, high-quality suppliers that comply with Save the Children, Legislative and donor requirements.

Team Management and Capacity Building

• Conduct performance reviews and build capacity of the Supply Chain Intern ensuring clear work plans are in place and that personal objectives are established with regular feedback and support provided
• Develop strong relationships with field office programmes to support them in improving their Procurement practices and review all Procurement Plans together with the Supply Chain Coordinator

Performance Management

• Produce management information reports on a monthly and quarterly basis, including data analysis and recommendations on improving the efficiency of sourcing services
• Support the Supply Chain Coordinator in monitoring the Procurement function's performance against KPIs and targets, developing and implementing the necessary corrective actions for sourcing activities to improve performance.

Governance & Compliance

• Promote and ensure compliance with Procurement Policy, Procedures, and quality standards
• To ensure that all operations relating to the procurement, storage, handling, and distribution of medicines are in line with Good Distribution Practice Regulations.
• Ensure adherence to procurement policies and other supply chain policies
• Ensure all procurement files are complete for payment and audit trail.
• Ensure adherence to Supply Chain Service Level Agreement

SKILLS AND BEHAVIOURS (our 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 achieve

Ambition:

• Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their own personal development and encourages others to do the same
• Widely shares their personal vision for Save the Children, engages and motivates others
• Future orientated, thinks strategically

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

QUALIFICATIONS AND EXPERIENCE

Essential

• First degree in Logistics Management, business administration or related area
• 4 years of prior experience in logistics management in the NGO sector, within country programmes and in emergency response/humanitarian environments
• Proven experience in all technical areas of procurement.
• Experience of working in remote field bases with limited infrastructure
• Ability to synthesise and analyse information, and make clear, informed decisions
• Ability to build relationships quickly with a wide range of people, both internally and externally
• Strong planning, management and coordination skills, with the ability to organise a substantial workload comprised of diverse tasks and responsibilities
• Cultural awareness, with strong written and spoken communication and interpersonal skills
• Willingness to work and travel

COUNTRY: Kenya

• Develops and maintains a Sourcing Pipeline of anticipated future Procurement demand for both development and humanitarian programmes.
• Runs sourcing procedures in line with the Procurement Manual to deliver identified business supply needs.
• Ensures best value for money is achieved through competitive and transparent sourcing.
• Manages key supplier relationships to develop strong strategic partnerships with critical suppliers.
• Contribute to the development of the sourcing elements of the Procurement strategy and implement agreed sourcing approaches within the country
• Be the country champion of the Sourcing Best Practice Initiative to ensure effective use of global resources for sourcing.
• Continually review and understand the internal and external environments and identify opportunities to add value to our operations through effective sourcing.
• Develop sourcing approaches to meet programme supply needs based on plans, procedures, and requests received.
• Support the implementation of complex sourcing processes (i.e., formal quotations and tenders) to ensure optimal sourcing outcomes.
• Support ensuring that all appropriate due diligence checks and risk assessments are carried out in line with organizational policy.
• Support tracking and reporting financial benefits resulting from sourcing activities, and submit the benefits for approval through the e‑benefit system.
• Compile fully signed Framework Agreements and contracts and ensure they are published and utilized in the system in liaison with the Supply Chain Coordinator.
• Assist in contract management activities, including negotiations, tracking supplier performance, and monitoring supplier contract expiry to ensure timely renewal or sourcing. Also support ensuring that contract spend is managed in the Purchase‑to‑Pay system, and any likely overspend is documented and approved. Submit monthly reports on sourcing, contract status, and expenditure to the Supply Chain Coordinator for review and onward sharing with the head of department and management.
• Support generating sourcing initiatives that reduce supply chain turnaround times and enhance supply chain efficiency.
• Support the invoice payment process by ensuring all procurement checklist stages are completed and by submitting documentation to the Supply Chain Coordinator for review and onward sharing with Finance.
• Support supplier selection and contracting activities by undertaking market research and analysis, running tenders and setting up Contracts, Pre-Qualified Suppliers and Framework Agreements where appropriate for selected supplies for the country and all the field offices
• Support in contract management, ensure all contracts are published in the purchase to pay system
• Manage our supply base by tracking supplier performance, actively liaising with suppliers, and undertaking supplier risk management e.g. vetting
• Support in capacity building of suppliers to understand Save the Children values, policies, and procedures, and their need to comply as part of agreements.
• Ensure we only work with vetted, high-quality suppliers that comply with Save the Children, Legislative and donor requirements.
• Conduct performance reviews and build capacity of the Supply Chain Intern ensuring clear work plans are in place and that personal objectives are established with regular feedback and support provided
• Develop strong relationships with field office programmes to support them in improving their Procurement practices and review all Procurement Plans together with the Supply Chain Coordinator
• Produce management information reports on a monthly and quarterly basis, including data analysis and recommendations on improving the efficiency of sourcing services
• Support the Supply Chain Coordinator in monitoring the Procurement function's performance against KPIs and targets, developing and implementing the necessary corrective actions for sourcing activities to improve performance.
• Promote and ensure compliance with Procurement Policy, Procedures, and quality standards
• To ensure that all operations relating to the procurement, storage, handling, and distribution of medicines are in line with Good Distribution Practice Regulations.
• Ensure adherence to procurement policies and other supply chain policies
• Ensure all procurement files are complete for payment and audit trail.
• Ensure adherence to Supply Chain Service Level Agreement

• Ability to synthesise and analyse information, and make clear, informed decisions
• Ability to build relationships quickly with a wide range of people, both internally and externally
• Strong planning, management and coordination skills, with the ability to organise a substantial workload comprised of diverse tasks and responsibilities
• Cultural awareness, with strong written and spoken communication and interpersonal skills

• First degree in Logistics Management, business administration or related area
• 4 years of prior experience in logistics management in the NGO sector, within country programmes and in emergency response/humanitarian environments
• Proven experience in all technical areas of procurement.
• Experience of working in remote field bases with limited infrastructure
• Willingness to work and travel