Supply Chain and Admin Officer

Child Safeguarding: 

Level 3 – the responsibilities of the post may require the post holder to have regular contact with or access to children or young people.

ROLE PURPOSE: 

Save the Children believes every child deserves a future. In Nepal around the world, we do whatever it takes – every day and in times of crisis – so children can fulfil their rights to a healthy start in life, the opportunity to learn and protection from harm. Our experts go to the hardest-to-reach places where it’s toughest to be a child. We ensure children’s unique needs are met and their voices are heard. Together with children, families and communities, as well as supporters the world over, we achieve lasting results for millions of children.

With over 100 years of expertise, we are the world’s first and leading independent children’s organization –

transforming lives and the future we share.

The purpose of this position is to manage supply chain function primarily warehouse and asset along with supplier relationship management. The position holder will be responsible for managing warehouse for program supplies, office assets and office consumables including supplier relationship management and track in SCI system standard for country office, field offices, projects, and Bhutan office. 

It also includes assisting line manager on development and revision of supply chain and warehouse management system, internal control mechanism and other tools for strengthening effective and efficient supply chain. The position holder primarily will work for Supply Chain department at Country Office and require spending time for field visit as and when required.

Position holder is supposed to deploy on emergency response when required.

SCOPE OF ROLE: 

Reports to: Supply Chain, Admin and Safety/Security Coordinator

Staff Reporting to this post: Support Staff, Cleaner

Budget responsibilities: NA

Role Dimensions: The position holder is responsible to manage Procurment, Warehousing, Fleet and office operation for the Nuwakot Field Office. 

The position will require to work closely with the Program staffs, Suppliers, Transporters, finance, and IT.

KEY AREAS OF ACCOUNTABILITY: 

1. Procurement of Goods and Services (50%)

• Receive and Check Procurement Requests for goods and services in ProSave 
• Process single and simple quotations for buying goods/services.
• Review and draft Purchase Orders (Pos) for approval.
• Manage logistics related to workshops, training, or events. Facilitate for booking accommodation and venues for events or workshops.
• Initiate Supplier Registration & Vetting, update and develop a list of qualified vendors, ensuring all are vetted and monitored
• Maintain records of supplier performance and ensure compliance with safeguarding policies by conducting supplier visits and audits.
• Responsible for purchasing and invoicing through the ProSave system.
• Ensure all invoices and payment documents are submitted bi-weekly to the finance team.
• Work with suppliers to ensure timely goods and invoice delivery.
• Maintain Close Coordination with Finance, work closely to ensure accurate and timely payment processing.
• Check and Close Purchase order in ProSave after work completion.
• Ensure that the distribution, storage, and handling of medicines follow Good Distribution Practice (GDP) guidelines.
• Carry out investigations as needed and contribute to continuous improvement in GDP procedures.
• Notify the Responsible Person/Quality Manager of any deviations from established procedures.

1. Warehouse and Asset Management:

• Responsible for smooth warehouse operation adhering to the SCI standard 
• Ensures effective utilization of warehouse areas and proper loading, off-loading, stacking and safekeeping of goods to maintain the quality and prevent damage and avoid occurrence of pilferage, accidents, and occupational hazards.
• Proactively engage in emergency response for warehousing and distribution. 
• Responsible for tracking TIM & Empower system and prepare GRN, SR, Waybill, and other formalities.
• Conduct periodic and ad-hoc reporting of program supplies & office asset to support on distribution.
• Conduct periodic stock count, asset verification and disposal ensuring compliance with SCI standards.
• Monitor transporter, courier, and labours on regular basis.

1. Fleet Management:

• Ensure that Save the Children minimum standards of Supply Chain policies, procedures and country policies are implemented and adhered to in the area of fleet management and transportation
• Day-to-day planning and management of office vehicles ensure the best use of office vehicles for official travel which include receiving vehicles requests, prepare daily plans, allocate driver/vehicles for the trips and monitoring the travel. 
• Responsible for operating ProFleet system ensuring all the fleet management related information / data are updated in the system
• Ensure monthly fleet allocation report with Fleet Service Charges are properly recorded in the ProFleet.
• Recording and monthly reporting on the cost of fuel consumption, repair/maintenance costs of each vehicle, prepare analytical reports and submit. Use of HO prescribed format on reporting/recording.
• Prepare monthly fleet analysis report and submit to CO Fleet Focal Person
• Ensure all vehicles are maintained up to date, carry out daily checking of vehicles; monitor the condition of vehicles and carry out repair and maintenance of office as required in time.
• Ensure regular and preventive maintenance of the vehicle as per the standard schedule of the individual vehicles.
• Ensure that all office vehicles are equipped with safe driving manuals, emergency medical kit box, fire extinguisher, and the seat belts.
• Coordinate with the procurement team to establish Framework Agreement for hiring vehicle including truck/container

1. Administration/Office Operation:

• Support on development of Admin related policies, procedures and guidelines and be responsible for implementation of the policies, procedures and guidelines.
• Support Field Supply Chain and Admin Lead to prepare annual administrative plan and budget and implementation of the plan and budget.
• Support for lease agreement for office, warehouses, and staff accommodation in coordination with the procurement team including timely renewal, appropriate insurance policies to cover the risks.
• Support on preparing and implementing efficient space management plan and execute the plan to accommodate all staffs and assets with safeguarding health, safety and convenience of people and property.
• Responsible for proper maintenance of office building facilities and expat residences
• Responsible to safeguard the key documents, contracts, MoUs, lease agreements, etc
• Ensure office stocks and supplies are available and timely order is placed.

In addition to the above role, the position will require to work in humanitarian interventions as part of SCI dual mandate. 

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 achieved.
• 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.
• 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
• Develops and encourages new and innovative solutions.
• Willing to take disciplined risks.
• Accountability, Honest, encourages openness and transparency

Ambition:

Collaboration:

Creativity:

Integrity:

QUALIFICATIONS AND EXPERIENCE

• Bachelor degree in Business Management or relevant field with 3 years of work experience 

EXPERIENCE AND SKILLS

• Strong Interpersonal Skills
• Strong Planning and organizing skills
• Excellent Team Player
• Proactive and Energetic
• Cultural Awareness and Ability to Work in a Multicultural Environment
• Commitment to Save the Children’s values, vision and mission.

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.

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).