SCI Job Description Template - July 2012



JOB TITLE: ?Procurement Officer TEAM/PROGRAMME: LogisticsLOCATION: Zomba and BlantyreGRADE: 4 Type of Contract:Permanent FORMCHECKBOX Fixed Term FORMCHECKBOX CHILD SAFEGUARDING: Level 2 – a CRB check (standard level) or equivalent overseas police check will be required as your position may have access to sensitive dataCOMPANY PROFILE Save the Children is the world’s leading independent organisation for children.?We work in 120 countries. We save children’s lives; we fight for their rights; we help them fulfill their potential. ?We work together, with our partners, to inspire breakthroughs in the way the world treats children and to achieve immediate and lasting change in their lives. ?We have over two million supporters worldwide and raised 1.6 billion dollars last year to reach more children than ever before, through programmes in health, nutrition, education, protection and child rights, also in times of humanitarian crises. By mid 2013 most of our international programmes will be delivered through a merged operation with 14 000 staff, managed through seven regional hubs and reporting to a relatively small, central office. We’re changing to become more efficient, more aligned, a better partner, a stronger advocate, a magnet for world-class people and relevant for the 21st century.ROLE PURPOSE: Provides first line assistance for procurement in the field office. S/He also has the responsibility for sourcing and following up all procurement requests and ensures that goods and services procured conform to the right quantity and are of right quality and have been delivered to the users. S/He will maintain required procurement monitoring system and input generating reports. The incumbent reports to the Logistics Coordinator for overall guidance and supervision. Due to the nature of the job, the role holder will be expected to work outside the normal job description and be able to vary working hours accordingly.SCOPE OF ROLE: Reports to: Logistics Coordinator Staff reporting to this post: None Role Dimensions: Interacting with staff within functional area, programs, suppliers and SCI project implementing partners. KEY AREAS OF ACCOUNTABILITY : Operate and maintain a procurement monitoring and tracking system through the procurement tracker or any available software including a logging system of incoming and pending purchase requests and generate reports for circulation Ensure procurement is done in accordance with the Supply Planning & Sourcing Procedures as well as the Malawi Country Office Logistics Manual.Maintain file index and files for all purchases by project, category, grant (charge codes) and location.Respond to queries in a professional and timely manner in respect of status and delivery of goods to locations/programs.Check goods on arrival to ensure correctness of order and that it agrees with packing list/invoice before goods are handed over to the Administrative Officer-Stores Prepare Request for Quotations and source quotations from suppliers through emails or physically.Procure goods and services from within and outside the country to facilitate smooth implementation of programs by adhering to all the necessary procedures to ensure goods and services are acquired at competitive pricesPrepare and issue Purchase Orders (POs) to suppliers and follow up POs to ensure suppliers comply with delivery deadlinesRaise Payment Requests and ensure approvals are sought from appropriate Budget HoldersEnsure copies of all approved payments are made and recorded in the Payments Tracker on a weekly basisPerform any other duties assigned from time to time by the supervisor.SKILLS AND BEHAVIOURS (SCI Values in Practice) Accountability:holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children valuesholds 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 samewidely shares their personal vision for Save the Children, engages and motivates othersfuture orientated, thinks strategically and on a global scale.Collaboration:builds and maintains effective relationships, with their team, colleagues, Members and external partners and supportersvalues diversity, sees it as a source of competitive strengthapproachable, good listener, easy to talk to.Creativity:develops and encourages new and innovative solutionswilling to take disciplined risks.Integrity:honest, encourages openness and transparency; demonstrates highest levels of integrityQUALIFICATIONS A Diploma in Business Administration, Business Studies, Procurement & Supply or any equivalent qualification. Bachelor’s Degree in these areas is an added advantage.EXPERIENCE AND SKILLS3 years’ experience in procurement and logistics related dutiesExperience in NGO an added advantageGood knowledge of domestic and international suppliersComputer proficiency in Microsoft Word, Excel, Outlook Email and Internet a mustGood communication skills and ability to work with minimum supervision and willingness to work in a team environmentKnowledge of record-keeping and administrative proceduresUnderstanding of donor regulations an added advantageGood interpersonal skillAdditional job responsibilitiesThe job duties and responsibilities as set out above are not exhaustive and the post holder may be required to carry out additional duties within reasonableness of their level of skills and experience.Equal Opportunities The post holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.Health and SafetyThe post holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.JD written by: Thom ChabweraDate: 19 May 2017JD agreed by: Alick TahunaDate: 19 May 2017Job Description updated By:Date:Evaluated:Date: ................
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