TEAM/PROGRAMME: Logistics, Program Operations

LOCATION: Butwal, WFO

GRADE: 6

CONTRACT LENGTH: Fixed Term till December 2018

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 is the leading independent organization for children. We save children’s lives; we fight for their rights; we help them fulfill their potential. We work together, with our partners from civil societies and government, to inspire breakthroughs in the way the world treats children and to achieve immediate and lasting change in their lives. We reached approximately two million populations and invested over 29 million US dollars in 2012 to reach more children than ever before, through programmes in Health, Nutrition, Education, Protection and Child Rights and Governance, Livelihood, HIV and AIDS, and Humanitarian crises.

The purpose of this position is to manage Supply Chain Process in effective and efficient way. This includes coordinating on preparation of procurement plan, timely delivery of goods and services for program operation, managing warehouse in Regions, monitoring and providing technical support on logistics and procurement to field offices and partner. It also includes assisting Logistics Manager on development and revision of procurement system, policies, manual and other tools for strengthening effective and efficient program logistics. The position holder primarily will work for Logistics and s/he also require spending 25% time for field visit and partner capacity building.

SCOPE OF ROLE: 

Reports to: Sr. Field Program Manager with technical reporting to Logistics Manager, Program Operations Department

Dimensions: Save the Children works in 72 districts of Nepal and nationally in Bhutan with a current staff complement of approximately 700 staff and current expenditure of approximately US $ 50 million each year.

Staff directly reporting to this post: Jr. Admin Officer and Receptionist

The post-holder is required to work and coordinate closely with the Budget Holders, Program Coordinators, Logistics and Procurement Officer in Regional Offices and other stake holder from Finance, HR, Media & Communication and other department.

KEY AREAS OF ACCOUNTABILITY:

Manage supply chain management for the Agency in cost effective and efficient way for effective program delivery. This includes supply planning, sourcing, procurement, warehousing and distribution of various program supplies and equipment. Specific responsibility will be as follows;

Procurement

• Manage and execute procurement of goods and services required for the organization following the guiding principles “Best Value for Money, Transparency, Accountability, Equal and Fair competition” and ensure procurement of goods and services is in high quality, timely and cost effective adhering to established policy of organization.
  
• Work closely with Budget Holders in consultation with Logistics Manager in developing annual procurement plan of the agency including regional office and partner.
  
• Follow-up procurement tracker for timely procurement and delivery of various program supply, Coordinate with Program Manager/Budget Holder on status of procurement and explore and advise Procurement Officer to expedite the delivery.
  
• Ensure the market survey is carried out in regular basis for making sure best value for money while procuring goods and services 
  
• Coordinate and advise Procurement Officer on development of specification of various supplies and equipment required for the program and make sure the supplies are procured with standard quality following the quality assurance.
  
• Ensure logistics/procurement policies including donors requirements are followed all the time and pay attention for making zero non-compliances.
  
• Update and develop qualified vendor list following the due diligence evaluation and ensure qualified vendor roster prepared and vetted as per SCI requirement and also monitor and maintain record of performance of the vendor. Also maintain effective working relationship with vendors/suppliers 
  
• Educate and orient qualified vendor in coordination with HR Manager/Director regarding child safeguarding and fraud policy in consultation with Logistics Manager and also monitor and visit suppliers premises time to time ensuring child safeguarding and report Logistics Manager 
  

Warehousing

• Manage warehouse in the Regions for various program supplies including incoming of goods, safeguarding of goods, outgoing and distribution of supplies and equipment for program following the SCI standard system.
  
• Make sure physical verification of assets and inventory is carried out on periodic basis and develop replenishment plan and disposal plan of assets following the SCI and donor compliance.
  
• Monitor proper utilization of program supplies, report concern Program Manager and Budget Holder regarding non-utilization of supplies.
  
• Coordinate with Logistics & Procurement Manager in CO offices regarding operation of warehouse, implementation SCI system and provide technical support as required.
  

Fleet Management

• Manage vehicle fleet in the region ensuring efficiency and cost effectiveness
  
• Prepare monthly fleet analysis report
  
• Ensure daily/weekly inspection of the vehicle and timely repair and maintenance as needed
  

Technical Support and Monitoring

• Manage and supervise work of subordinates and provide guidance to enhance their technical competency for high quality performance 
  
• Regular monitoring and providing technical support & capacity building for partners under the respective Region in coordination with Senior Field Program Manager
  

Humanitarian

• Work in emergency as part of SCI dual mandate
  

SKILLS AND BEHAVIOURS (our Values in Practice)

Accountability:

• Be accountable toward the program and other stakeholder for timely delivery of goods and services as required
  
• Be accountable for procurement and supply of quality and cost effective goods and services
  
• Inform to the immediate supervisor on any misuse in relation to procurement.
  

Ambition:

• Sets ambitious and challenging goals for him/herself and her team, takes responsibility for his/her own personal development and encourages their team to do the same
  
• Widely shares her/his personal vision for improvement of procurement management and motivates the team on same direction
  
• Future orientated, thinks strategically for better result
  

Collaboration:

• Builds and maintains effective relationships, with team, colleagues, and other stakeholder
  
• Approachable, good listener, easy to talk
  

Creativity:

• Develops and encourages new and innovative solutions
  
• Willing to take disciplined risks
  

Integrity:

• honest, encourages openness and transparency; demonstrates highest levels of integrity
  

QUALIFICATIONS AND EXPERIENCE

• Master’s degree in Management or related disciplines 
  
• At least 3 years of working experience in the similar field