Save the Children is the leading independent organization for children in need, with programs in over 120 countries. We save children’s lives. We fight for their rights. We help them fulfil their potential. Save the Children is working in Nigeria because one in five children in Nigeria dies before their fifth birthday. About 40% of children miss out on school and have to work to survive while nearly 2 million children have lost one or both parents to an AIDS-related disease.
We are recruiting to fill the position below:
Job Title: Administrative Officer
Job Identification: 10018
Location: Kastina
Grade: 5
Team: Development Programme
Employment Type: Full-time
Reports to: Field Team Lead
Staff directly reporting to this post: Driver
Role Purpose
The Supply Chain Assistant is responsible for supporting the management of vehicle fleet, assets and warehouse, communications and procurement to ensure effective, transparent and accountable Supply Chain support to the Save the Children Programs in Katsina.
Liaison with program teams to ensure adequate Supply Chain consideration for coordination and planning of program implementation.
Providing technical support and guidance to program teams on Supply Chain elements of procurement and distribution planning.
Key areas of Accountability
Procurement:
Manage procurement requirements of the Field Office; implement procurement as per approved guidelines, procedures and forms (Purchase Requests, Quotes, Purchase Orders, Goods Received Notes, etc.); support the state team lead to execute procurement actions in line with SCI protocols and procedures, filling all relevant document (PR, quotes, CBA, PO etc.).
Provide regular updates to programme teams on progress
Support supplier evaluation and Procurement Committees as required
Ensure items procured match programmatic requests, and are of good quality, reliable and value for money
Receive invoices from suppliers, checking if they are correct and complete, and forward payment requests together with all necessary supporting documentation to finance, monitoring the process to ensure payment is made on time to the supplier.
Respond flexibly to changing program needs, reprioritising tasks in a logical, sensible way and in coordination/ consultation with the Team Lead and CO procurement team.
Communicate and exchange information effectively with colleagues and other team especially for supplier has changed contacts, product detail specifications, payment terms & conditions, delivery due date and payments.
Assist the CO Procurement Coordinator Sourcing with the evaluation, modification, renewal and establishment of Framework Agreements (FWA).
Support the Procurement Coordinators to prepare the status/management information reports.
Work closely with other procurement/supply chain team members and give necessary support when needed
Ensure that at all times Save the Children procurement policy and procedures are implemented and adhered to and are within compliance to donor regulations
Responsible for ensuring Supplier Enablement activities are carried out so that as many suppliers as possible transact with SCI through the Ariba Network.
Responsible for Vendor Management activities if this is not carried out by Procurement Coordinators (Sourcing).
Provide ProSave support and Procurement advice for requestors.
Monitoring and accountable for Procurement KPIs in the field office
Other duties assigned by the Supervisor as and when required.
Check the availability and prices of requested items in the local market; liaise with capital office if procurement must be conducted there
Prepare a weekly summary of all outstanding purchase requisitions, showing the current status of the items and the date which they are expected to be supplied to the projects
Prepare monthly summary reports on the procurement and Supply Chain support functions, identifying problems in operations and solutions proposed
Monitor procurement and Supply Chain support costs in liaison with the Field Accountant to ensure that expenditures remain within approved budgets
Warehousing Management:
Acknowledge reception of items in good order and condition
Count and record the quantity on appropriate documentation
Cross-check quantities and quality in accordance with delivery documents and planned reception
Supervise loading and offloading of delivery and distribution trucks
Ensure proper storage of commodities in shelves or pallets not to exceed maximum stack heights
Ensure organization of the items by type, shipment, FEFO & FIFO.
Keep clean the store and secure stocks
Ensure pest control is in place and monitored on a daily basis
Separate infested stocks from good stock
Daily management of the store for cleaning or stocking
Daily monitoring of stock levels
Daily monitoring for expiry dates and quality problems
Daily update of movements of commodities in/out of the store
Enter all data into stock and bin cards
Update warehouse operation data into the Warehouse management software (TIM)
Preparation of weekly / monthly consumption report
Conduct of cyclic counts and inventories in accordance to project schedule
Planning of the needs and requisition of re-supplies
Check and maintain Store security measures, e.g. locks, windows, and maintain SCI key management policy.
Report to the line manager / security responsible in case of problems
Transport & Fleet:
Ensure that SCI and Hired vehicles are checked on a daily basis, and that regular service and maintenance is carried out as per agreed schedule
Responsible for tracking of all vehicles on the fleet, including movement planning and day-to-day allocation
Ensure vehicles have current and lawful documentation.
Manage service agreements related to vehicle maintenance and fuelling. Monitor fuel consumption and submit monthly reports
Receive travel requests and maintain trip schedules and Staff Movement Board.
Coordinate with incoming and outgoing travelers on pick up an drop times ensuring drivers are briefed of movement plans
Ensure accommodation is arranged for travelers. Ensure best value for money and that travelers are clearly informed well in advance
Collate and share the ProFleet reports
Management of driver
Asset Management:
Maintaining up-to-date control of all assets including tracking donor, value, and location, managing staff issue, and recording all asset movements and disposals
Oversee the issuance and return of assets to/from staff
Ensure good condition of assets and maintain asset condition reports.
Conducting assets verification
Establish and maintain a list of contact details for preferred service providers including carpenters, electricians, plumbers, generator servicers and builders and make this list available to staff.
Communication and Security:
Ensure adherence to communication protocol at field level.
Ensure that all communication systems in Field Office are maintained and staff trained in their proper and effective use
Report all security incidents in writing in a timely manner
Ensure that all equipment and supplies in Field Office are maintained in a safe and secure manner
Administration & Reports:
Maintain all Supply Chain files in an organized, accurate and up to date manner; develop shared electronic & manual files to ensure easy access to information.
Line manage, coordinate, monitor and guide the work of the drivers any other Supply Chain support staff by managing performance on an on-going basis
Produce profleet report and share with Abuja on a monthly basis
Produce Supply Chain site report, vehicle and generator cost performance report.
Update Asset Register and send to capital office every month
Update the vehicle cost schedule and produce regular vehicle performance and cost reports and send to capital office once per month.
Comply with all relevant Save the Children policies and procedures with respect to child protection, code of conduct, fraud, health and safety, equal opportunities and other relevant policies
Work in close collaboration with the finance and administration departments to ensure effective operations and strong team spirit
Carry out any other tasks required by the line manager.
Skills and Behaviours (our Values in Practice)
Accountability:
accuracy and timeliness in all areas of responsibility
high level of accuracy in work, and ability to analyse complex sets of relationships and situations
holds self and others accountable
Ambition:
creating best-in-class EA function
future-orientated, thinks pro-actively
Collaboration:
working effectively with stakeholders to achieve common goals
excellent communication and interpersonal skills
builds and maintains effective relationships, with their team, colleagues, members and external partners
approachable, good listener, easy to talk to
Creativity:
designing more effective admin systems
willing to take disciplined risks
Integrity:
honest, encourages openness and transparency, demonstrates highest levels of integrity.
Skills And Experience
Administrative & General Skills:
Level of Education – Bachelor’s Degree in Logistics / Procurement, Supply Chain Management or Business Related Field
Communication & Interpersonal Skill Level - Excellent
Language Requirements – English - Excellent
Level of IT Expertise Required - Good
Experience Expectations:
Desired Number of Years Prior Experience in a Similar Role – 2 years
Experience in procurement and Supply Chain with INGOs
Experience in a insecure field-based environment.
Working Conditions:
Ability and willingness to travel to projects and stay in basic conditions when necessary.
Child Safeguarding:
Ensure that all drivers (both SCI and rented vehicles) are aware of the safeguarding responsibilities described in the driver’s handbook.
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