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Procurement and Logistics Manager -- Save the Children

https://cambodia.savethechildren.net/jobs

Vacancy

Save the Children’s mission is to inspire breakthroughs in the way the world treats children and to achieve immediate and lasting change in their lives. Save the Children programs focus on Education, Health and Nutrition, Child Rights Governance, Child Protection, Child Poverty and Humanitarian/DRR. We work with government partners and local NGOs to improve children’s lives, especially marginalized and disadvantaged children. Save the Children is seeking a qualified and motivated candidate to fill the position of Procurement and Logistics Manager based in Phnom Penh with some travel to the field.

The Purpose of the Role
This role will manage scale up and management of the overall logistics department in the Save the Children Cambodia Country Office. This role will manage procurement and logistics staff and will support the Director Support Services and other members of the senior management team on the best use of Save the Children’s resources.

The Procurement and Logistics Manager is responsible for the overall implementation of the Country Office Logistics Manual, providing smooth and on-time support for all procurements, logistics, transportation and asset management and related repair and maintenance; and making sure all activities are in compliance with SCI policies, procedures and the principles of accountability, transparency, best value for money, proportionality, and equal treatment & non-discrimination. This role will lead and/or coordinate the emergency response of procurement and logistics functions.

Qualifications and Experience
  • Bachelor Degree in Business Administration, Management or equivalent working experience.
  • At least 5 years work experience in supply chain management.
  • Proven experience in all technical areas of procurement and inventory management. 
  • Experiencing in managing and supervising others in relevant department.
  • Ability to synthesise and analyse information, and make clear, informed decisions.
  • Excellent knowledge of procurement guidelines of donor agencies such as Global Fund, World Bank, USAID etc.
  • Ability to build relationships quickly with a wide range of people, both internally and externally.
  • Excellent planning, management and coordination skills, with the ability to organise a substantial workload comprised of complex, diverse tasks and responsibilities.
  • Strong communication (written and spoken), and interpersonal skills in English and Khmer, with experience in managing teams.
  • Fluency in written and spoken English.
  • Highly computer literate, particularly MS Excel.
  • Understanding and commitment to Save the Children aims, values and principles.

How to apply
Interested applicants are requested to submit a CV and cover letter to jobs.cambodia@savethechildren.org or post at Save the Children office. The deadline for application is 28 Feb 2017 at 17.00.

“All recruitment practices and procedures reflect Save the Children’s commitment to protecting children from abuse”.

Save the Children is an equal opportunity employer. Qualified women and people with disability are strongly encouraged to apply. Only shortlisted applicants will be notified for interview. Submitted documents will not be returned.

Save the Children: P.O. Box 34, Villa 5, Street 242, Sangkat Chaktomouk, Khan Daun Penh, Phnom Penh, Cambodia.Phone: (855) 23 223 403/4/5/6, CCC Box 59,
Email: jobs.cambodia@savethechildren.org  / website: http://cambodia.savethechildren.net
Please mention "www.Cambodiajobs.Biz" where you saw the ad when you apply!


Position Title: Procurement and Logistics Manager

TEAM/PROGRAMME: Support Services


LOCATION: Phnom Penh
(with travel to field locations at least 30%)
GRADE: 2

POST TYPE:
Child Safeguarding:
Level 3:  the role 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 in country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.

“To carry out the responsibilities of the role in a way this reflects Save the Children’s commitment to safeguarding children in accordance with the Child Safeguarding Policy”.

ROLE PURPOSE:
This role will manage scale up and management of the overall logistics department in the Save the Children Cambodia Country Office. This role will manage procurement and logistics staff and will support the Director Support Services and other members of the senior management team on the best use of Save the Children’s resources.

The Procurement and Logistics /Manager is responsible for the overall implementation of the Country Office Logistics Manual, providing smooth and in/on time support for all procurements, logistics, transportation and asset management and its related repair and maintenance and make sure all activities are in compliance with SCI policies and procedure with all the principles: accountability, transparency, best value for money, proportionality, and equal treatment & non-discrimination.

This role will lead or/and coordinate the emergency response of procurement and logistics functions.

SCOPE OF ROLE:
Reports to: Support Services Director
Staff directly reporting to this post:
  • Logistics Officer
  • Procurement Officer
  • Procurement Assistant

KEY AREAS OF ACCOUNTABILITY:
Strategic Management
  • Comply with Save the Children policies and practice with respect to child protection, code of conduct, health and safety, equal opportunities and other relevant policies and procedures.
  • The post-holder will comply with all relevant Save the Children policies and procedures with respect to child safeguarding, safety and security, code of conduct, equal opportunities and other relevant policies.
  • Commitment to serving members and their donors, and to helping build a culture of member service throughout organisation.
  • Manage and support procurement and logistics staff including ensuring clear division of responsibilities, regular provision of technical support and guidance, setting of clear objectives, and management of performance
  • Ensure that Save the Children minimum standards of logistics procedures and country policies are implemented and adhered to throughout the program, coordinate all programs’ logistics in line with Save the Children guidelines, as directed by the Director Support Services.
  • Sensitization and training of other teams to the procurement and logistics work, requirements and identification of areas where improvements can be made and synergies found.
Team/Department Management:
  • Working with the Director Support Services in line with available resources, ensuring that the procurement and logistics team is staffed and equipped appropriately to deliver on its tasks and responsibilities.
  • Developing the capacity of the Procurement and Logistics team by overseeing assessment of staffing capacity, identifying new posts, designing attractive and realistic job specifications, conducting recruitment and appraisals, and offering general management support in effective team-building
  • Improving accountability through the implementation of a set of monitoring and reporting
Supply Chain Management
Procurement
  • Oversee timely and transparent program procurement through effective management support systems, ensuring that Save the Children procurement policies and procedures are followed at an optimal quality/price, that procurement on an international level is carried out efficiently and effectively, and that all procurement procedures are properly implemented and adhered to
  • Take lead in developing the annual procurement plan by closely working with all thematic managers/budget holders to ensure the each program‘s procurement plan is accurately reflecting the procurement activities and budget phasing.
  • Consolidate all program‘s procurement plan and regularly update the new procurement activities for new award that become active.
  • Annalise the consolidated procurement plan and establish the frame work agreement to ensure for better services from regular suppliers, which will improve the procurement efficiency.   
  • Reinforce the appropriate procurement roles/responsibilities of SCI budget holders and program managers through provision of regular procurement trainings, coaching and mentoring, including provision of technical support to our area and sub offices. 
  • Provide managerial oversight and technical guidance to Procurement Officer and Assistant as they support the program managers / budget holders in program procurement planning, procurement committees and other day to day activities
  • Takes the lead in coordinating high risk procurement activities like all construction tenders and other goods considered high risk (either in type of item, value or requiring open local or international tender)
  • Suggest procurement committee in agreement with the Support Services Director for high-value procurements/tenders to ensure required technical support and compliance.
  • Provide support to procurement officer, procurement assistant and program managers on conducting market surveys
  • Provide capacity building support and conduct regular monitoring visits of our implementing partners as pertains to procurement.
  • In line with Save the Children procurement policies and procedures, establishing Framework Agreements with suppliers for regularly/frequently procured goods and services
Warehouse and Stock Management System
  • Overseeing stock management: control, develop and maintain effective warehouse/delivery management systems.
  • Ensure that warehouses are maintained in line with program/response requirements.
  • Take a leading role conducting and implementing Total Inventory Management (TIM) in all warehouses
  • Ensure in kind donations are appropriately managed and stored in line with donor requirements and item requirements.
  • Strengthen the stock management procedures to ensure that all stock movements are appropriately approved and recorded and ensure that TIM will be utilized by all SCI sub-offices.
Fleet Management
  • Implement fleet management system in line with Save the Children policies and procedures to ensure accountable and efficient use of then vehicle fleet.
  • Ensure appropriate allocation and safe use of vehicles throughout the programme and ensure servicing and maintenance schedules are adhered to.
  • Ensure staff are sensitized, trained and held accountable on the safe use of vehicles.
  • Ensure vehicles meet Save the Children Safety and Security requirements.
  • Maintain/implement an effective vehicle allocation system.
Asset Management
  • Ensure a centralized program asset register is maintained, that all program assets are logged, issued with unique asset numbers and cards and are tracked throughout the country.
  • Ensure field teams and logistics teams are aware and abide by donor specific asset regulations.
Program and Field Team Support
  • Providing logistical input for procurement plans during proposal and budget writing.
  • Coordinate/Support distributions of humanitarian assistance
  • Liaise with program teams as required to ensure the audit trail from purchase through distribution/delivery meets Save the Children and donor standards
Policies and procedures
  • Ensure the CO Logistics Manual is maintained and updated as appropriate
  • Ensure the approved supplier lists are in place, maintained and updated regularly
  • Assumes role of “Anti-Fraud Champion” and is a key focal point for anti-fraud trainings and other activities
Training and Technical Support
  • Develop training manuals on matters related to procurements and logistics, organize training events on policies and procedures for relevant staff and partners to increase their level of understanding and provide them with day-to-day technical support to ensure all procurement and logistics activities are executed with the highest standard possible
  • In coordination with HR, coordinate/facilitate training sessions for all relevant staff and partners on fraud, dishonesty and anti-bribery/corruption policies and support in the implementation of country specific fraud, dishonesty and corruption plan
Others
  • In the event of emergency, take the lead in coordinating the procurement needs of the emergency response
  • With support from the Director Support Services , takes the lead in supporting any audits as they pertain to procurement, and takes the lead in responding to and managing any resulting management action plans

SKILLS AND BEHAVIOURS

Accountability:
  • Accountability 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 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
  • Bachelor Degree in Business Administration, Management or equivalent working experience
  • At least 5 years work experience in supply chain management
  • Proven experience in all technical areas of procurement and inventory management 
  • Experiencing in managing and supervising others in relevant department
  • Ability to synthesise and analyse information, and make clear, informed decisions
  • Excellent knowledge of procurement guidelines of donor agencies such as Global Fund, World Bank, USAID etc.
  • Ability to build relationships quickly with a wide range of people, both internally and externally
  • Excellent planning, management and coordination skills, with the ability to organise a substantial workload comprised of complex, diverse tasks and responsibilities
  • Strong communication (written and spoken), and interpersonal skills in English and Khmer, with experience in managing teams
  • Fluency in written and spoken English.
  • Highly computer literate, particularly MS Excel.
  • Understanding and commitment to Save the Children aims, values and principles.
Date of issue: 14 February 2017               Author : Iek Thong, Acting Director Support Services



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