Procurement Coordinator

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 Coordinator is responsible for ensuring the effective and efficient sourcing, procurement, and delivery of goods and services required for the Nepal Flood Response operation. The role involves leading and coordinating the development, implementation, and regular updating of procurement plans to ensure timely and cost-effective acquisition of resources in compliance with organizational policies, donor requirements, and humanitarian standards.

The position holder is responsible for managing the end-to-end procurement process, including market assessments, supplier sourcing and selection, solicitation of quotations and bids, contract administration, and procurement documentation. The Procurement Coordinator will closely monitor procurement activities to ensure the timely delivery of quality goods and services to support emergency response operations and program objectives.

In addition, the role provides technical guidance and procurement support to field offices and partner organizations, strengthening their capacity to implement procurement activities in accordance with established procedures and best practices. The incumbent will collaborate with internal stakeholders, program teams, supply chain personnel, and external vendors to facilitate smooth procurement operations and maintain transparency, accountability, and value for money throughout the procurement cycle.

The Procurement Coordinator is also expected to demonstrate flexibility and commitment to humanitarian principles and organizational priorities, including readiness to deploy and support emergency and humanitarian response operations whenever required by the organization.

SCOPE OF ROLE: 

Reports to: Sr. Supply Chain Coordinator  

Dimensions: The role purpose of this position is to work closely with the Program team, supply chain team, Finance and other department to provide support related to procurement of goods and services for Nepal Flood Response.  

KEY AREAS OF ACCOUNTABILITY: 

PROCUREMENT:

• Lead and manage complex, strategic, and high-value sourcing activities, including formal and open tender procurement processes, ensuring compliance with organizational policies, donor requirements, and procurement standards.
• Coordinate and execute routine and low-value procurements of goods and services in a timely, cost-effective, and transparent manner while maintaining required procurement documentation.
• Administer supplier contracts and purchase orders throughout their lifecycle, including issuance, amendments, monitoring, and closure, ensuring contractual obligations are met by all parties.
• Ensure that Procurement Committee members clearly understand their roles, responsibilities, and delegated authorities, and promote adherence to established procurement governance and decision-making processes.
• Oversee supplier due diligence and vendor prequalification processes, ensuring that qualified suppliers are continuously assessed, approved, and maintained in accordance with supplier management procedures. Ensure supplier records and relevant information are regularly updated in the Ariba Network and other procurement systems.
• Maintain complete and accurate procurement records by uploading and archiving all sourcing-related documents, approvals, contracts, and supporting documentation in the ProSave system in accordance with organizational record-retention requirements.
• Ensure timely submission of supplier invoices in the ProSave system for payment processing and submit hard copies to the Finance department for recordkeeping and payment verification.
• Develop negotiation strategies and agendas for procurement activities and lead negotiations with suppliers to achieve optimal value for money, competitive pricing, favorable terms, and risk mitigation.
• Facilitate Procurement Committee meetings by coordinating agendas, presenting procurement recommendations, documenting discussions, recording decisions, and maintaining official meeting minutes.
• Monitor the status of purchase orders and proactively follow up with suppliers and internal stakeholders to ensure the timely delivery of goods and services, addressing potential delays and supply chain risks to support uninterrupted program implementation.
• Build and maintain effective working relationships with suppliers, field offices, program teams, and partner organizations to ensure smooth procurement operations and responsive support to operational needs.
• Contribute to continuous improvement of procurement processes by identifying operational efficiencies, strengthening compliance, and promoting best practices in procurement and supplier management.

Distribution

• Engage in distribution of relief material as per the requirement of Humanitarian Function.
• Take record of distribution of relief materials.

Coordination and collaboration 

• Work effectively with stakeholders at various internal and external level. 
• Closely work with Program, Finance, Award and other relevant Department on review and tracking for procurement plans/sourcing pipeline, Budget Vs Actual review for Nepal Flood Response Program. 
• Work closely with Supply chain team at CO.

OTHERS:

• Comply with Save the Children policies with respect to child protection, code of conduct, health and safety, equal opportunities and other relevant policies and procedures. 
• Other tasks as advised by immediate supervisor and other team members.  

SKILLS AND BEHAVIOURS 

Accountability:

• Holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values.

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 oriented thinks strategically, even beyond the box in innovating and delivering better value for money.

Collaboration:

• Builds and maintains effective relationships, with their colleagues, Members and external partners and supporters.
• Values diversity and inclusion, 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:

• At least bachelor’s degree in management or related disciplines with 5 years of experience, or Master’s degree with 3 years of experience.
• Minimum 3 years of working experience in procurement management: experience of high volume and complex procurement of goods and services at development field will be preferred. 

Essential

• Excellent communication and coordination skills 
• Experience in filling, report writing and documentation.  
• Must be fluent in spoken and written English.  
• Proficiency in using computer application (MS office, Excel, PowerPoint) etc.
• Proactive and assertive 
• Excellent interpersonal skill and event management skills 
• High personal integrity – open and transparent in dealing with vendors. 
• Able to work in pressure and take criticism positively. 
• Good to operate electronic machine (Photocopy, Printing, Scanner etc.) 

Desirable

• Good negotiation skill 
• Analytical and cost conscious 
• Good public relation and approachable 

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.

Safeguarding obligation:

We need to keep children, adult at risk and community safe. The position holder is responsible to ensure that his/her conduct is in line with the SCI’s Safeguarding policies. Hence our selection process includes rigorous background checks, reflects our commitment to the protection of children, adult at risk and community from abuse, exploitation, and harassment.

Health and Safety:

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

Safeguarding our Staff:

The post holder is required to carry out the duties in accordance with the SCI anti-harassment policy.

Counter Fraud

The role holder is required to take all necessary and appropriate steps to prevent fraud, bribery, and corruption within their areas of responsibility, report and respond to all incidents and concerns and comply with the Counter-Fraud, Bribery and Corruption Policy and Procedure. All types of fraud, bribery, and corruption must be prevented, including where it benefits the organisation (SCI).