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Location
Other Dar es Salaam District Dar Es Salaam
Description
ChildSafeguarding: 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: The Procurement Coordinator is responsible for the sourcing and purchasing of goods and services within Tanzania based on needs of Save the Children’s programmes, managing orders and relations for a complex portfolio of programmes.
SCOPE OF ROLE: Reports to: Supply Chain Manager
Dimensions:
Save the Children has been operational in Tanzania since 1986 providing support to children through developmental and humanitarian relief programmes delivered in support of GoT priorities and policies both directly and through local partners. Current programming focuses on child protection, child rights governance, education, nutrition, HIV/TB and emergency response. In 2012, as part of a global reorganization process, Save the Children combined programmes of SCUK, SCUS and SC Sweden to create a single operation in Tanzania. We currently have an operational presence in Dodoma, Shinyanga, Zanzibar, Songwe and Kibondo and we work through partners in other parts of the country. We employ more than 100 staff and have an annual operating budget of approximately $11 million.
Save the Children has been operational in Tanzania since 1986 providing support to children through developmental and humanitarian relief programmes delivered in support of GoT priorities and policies both directly and through local partners. Current programming focuses on child protection, child rights governance, education, nutrition, HIV/TB and emergency response. In 2012, as part of a global reorganization process, Save the Children combined programmes of SCUK, SCUS and SC Sweden to create a single operation in Tanzania. We currently have an operational presence in Dodoma, Shinyanga, Zanzibar, Songwe and Kibondo and we work through partners in other parts of the country. We employ more than 100 staff and have an annual operating budget of approximately $11 million.
Staff directly reporting to this post: Procurement Officer
KEY AREAS OF ACCOUNTABILITY:
Support the delivery of SCI TZ sourcing strategy
• Under direction of Supply Chain Manager undertake market research and analysis, run tenders and set up Pre-Qualified Suppliers and Framework Agreements where appropriate for key supplies in both Dar es Salaam and field offices.
• Manage suppliers professionally and proactively, providing feedback to improve performance and leading periodic review meetings.
• Provide procurement advice and support to field offices.
• Ensure timely and efficient transport of all supplies in coordination with Supply Chain Officer to field offices as and when required.
• Deliver management information reports summarising key trends in performance of the procurement section against KPIs.
• Under direction of Supply Chain Manager undertake market research and analysis, run tenders and set up Pre-Qualified Suppliers and Framework Agreements where appropriate for key supplies in both Dar es Salaam and field offices.
• Manage suppliers professionally and proactively, providing feedback to improve performance and leading periodic review meetings.
• Provide procurement advice and support to field offices.
• Ensure timely and efficient transport of all supplies in coordination with Supply Chain Officer to field offices as and when required.
• Deliver management information reports summarising key trends in performance of the procurement section against KPIs.
Realise world class procurement
• Manage procurement for the Tanzania programme in line with SCI procurement policies, processes and quality standards through supervision of Procurement Requests, Requests for Quotation, Comparative Bids Analysis, Procurement Committee and Purchase Order processes.
• Deliver on the Tanzania office supply plan, combining use of ad-hoc procurement, approved suppliers and contracted suppliers to meet the needs of the programmes.
• Ensure overall best value for money is achieved through a competitive and transparent procurement process considering quality, availability, time frame, transport and storage costs and technically advise the Procurement Committee accordingly.
• Ensure Procurement Committees in all field offices are established where required and that they fully understand and undertake their responsibilities at all times.
• Advise on best sources of supply and transport options in coordination with Supply Chain Officer.
• Ensure all orders are processed in timely manner, inputted on Procurement Tracker, status updates are communicated to programmes, and that all relevant documentation is filed appropriately.
• Ensure supplier files are routinely updated on performance and that regular reviews of performance are undertaken by the Procurement Committee for evaluation of suppliers for future use.
• Develop strong relations with field office programmes to support them in improving their ordering practices and review all Procurement Plans together with the Supply Chain Manager.
• Delegate to the Procurement Officer routine Procurement duties and support and supervise to ensure processes are followed in a timely manner and according to SCI policies.
• Conduct Performance Review with line report and ensure clear work and personal development objectives are established with timelines and regular feedback and support is provided.
• Manage procurement for the Tanzania programme in line with SCI procurement policies, processes and quality standards through supervision of Procurement Requests, Requests for Quotation, Comparative Bids Analysis, Procurement Committee and Purchase Order processes.
• Deliver on the Tanzania office supply plan, combining use of ad-hoc procurement, approved suppliers and contracted suppliers to meet the needs of the programmes.
• Ensure overall best value for money is achieved through a competitive and transparent procurement process considering quality, availability, time frame, transport and storage costs and technically advise the Procurement Committee accordingly.
• Ensure Procurement Committees in all field offices are established where required and that they fully understand and undertake their responsibilities at all times.
• Advise on best sources of supply and transport options in coordination with Supply Chain Officer.
• Ensure all orders are processed in timely manner, inputted on Procurement Tracker, status updates are communicated to programmes, and that all relevant documentation is filed appropriately.
• Ensure supplier files are routinely updated on performance and that regular reviews of performance are undertaken by the Procurement Committee for evaluation of suppliers for future use.
• Develop strong relations with field office programmes to support them in improving their ordering practices and review all Procurement Plans together with the Supply Chain Manager.
• Delegate to the Procurement Officer routine Procurement duties and support and supervise to ensure processes are followed in a timely manner and according to SCI policies.
• Conduct Performance Review with line report and ensure clear work and personal development objectives are established with timelines and regular feedback and support is provided.
Other
Support Supply Chain colleagues is various responsibilities:
• Through the Supply Chain Officer oversee the CO fleet management and performance via the monthly performance/utilisation reports and cross check with the vehicle tracker held by the Supply Chain Manager.
• Support the Supply Chain Officer on vehicle fuel management with timely fuel distribution each month to programmes and awards based on signed approvals.
• Oversee vehicle maintenance and repairs both in field offices and in the Dar office.
• Act as Safety and Security Focal Point in absence of the Supply Chain Manager and liaise with DPI accordingly.
• Support the Supply Chain Officer in asset and warehouse management as required.
• While the majority of work will be carried out in the Dar es Salaam office – h/she may be required to make occasional support visits to field offices.
• S/he may be required to carry out inductions with new staff on aspects of their role and areas of expertise.
• S/he may be required to represent Save the Children Tanzania on procurement related seminars or workshops.
• S/he may be required to provide technical support to Implementing Partners.
• As a member of the Operations/Supply Chain team, she/he will work collaboratively with the team members to ensure good coordination, communication, planning, and customer service to staff and the programme, including providing cover for, and support to others and undertaking any reasonable additional duties as delegated by the line manager.
Support Supply Chain colleagues is various responsibilities:
• Through the Supply Chain Officer oversee the CO fleet management and performance via the monthly performance/utilisation reports and cross check with the vehicle tracker held by the Supply Chain Manager.
• Support the Supply Chain Officer on vehicle fuel management with timely fuel distribution each month to programmes and awards based on signed approvals.
• Oversee vehicle maintenance and repairs both in field offices and in the Dar office.
• Act as Safety and Security Focal Point in absence of the Supply Chain Manager and liaise with DPI accordingly.
• Support the Supply Chain Officer in asset and warehouse management as required.
• While the majority of work will be carried out in the Dar es Salaam office – h/she may be required to make occasional support visits to field offices.
• S/he may be required to carry out inductions with new staff on aspects of their role and areas of expertise.
• S/he may be required to represent Save the Children Tanzania on procurement related seminars or workshops.
• S/he may be required to provide technical support to Implementing Partners.
• As a member of the Operations/Supply Chain team, she/he will work collaboratively with the team members to ensure good coordination, communication, planning, and customer service to staff and the programme, including providing cover for, and support to others and undertaking any reasonable additional duties as delegated by the line manager.
Child Safeguarding
All staff have an obligation to ensure they fully understand the provisions of the Child Safeguarding Policy, the Code of Conduct and related policies. They must conduct themselves in accordance with the rules of the Child Safeguarding Policy, in their personal and professional lives – which includes reporting suspicions of child abuse.
All staff have an obligation to ensure they fully understand the provisions of the Child Safeguarding Policy, the Code of Conduct and related policies. They must conduct themselves in accordance with the rules of the Child Safeguarding Policy, in their personal and professional lives – which includes reporting suspicions of child abuse.
All staff must ensure the way they are carrying out their work is not putting children at risk (or further risk).
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
• 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
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 orientated, thinks strategically
• 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
Collaboration:
• 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
• 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
Creativity:
• Develops and encourages new and innovative solutions
• Willing to take disciplined risks
• Develops and encourages new and innovative solutions
• Willing to take disciplined risks
Integrity:
• Honest, encourages openness and transparency
• Honest, encourages openness and transparency
QUALIFICATIONS AND EXPERIENCE
• Holder of a Degree in Procurement and Supplies or equivalent qualifications with at least 3 years’ experience with SC procurement policies and procedures and conversant with national materials and supply chain management systems.
• Highly developed interpersonal and communication skills including influencing, negotiation and coaching.
• Highly developed cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures.
• Experience of solving complex issues through analysis, definition of a clear way forward and ensuring buy in.
• Experience in supply chain management in an emergency environment including procurement, transport and distribution, warehouse and stock management.
• Ability and willingness to dramatically change work practices and hours, and work with incoming surge teams, in the event of emergencies.
• Excellent IT skills.
• Fluency in written and spoken English
• Commitment to and understanding of Save the Children’s aims, values and principles.
• Holder of a Degree in Procurement and Supplies or equivalent qualifications with at least 3 years’ experience with SC procurement policies and procedures and conversant with national materials and supply chain management systems.
• Highly developed interpersonal and communication skills including influencing, negotiation and coaching.
• Highly developed cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures.
• Experience of solving complex issues through analysis, definition of a clear way forward and ensuring buy in.
• Experience in supply chain management in an emergency environment including procurement, transport and distribution, warehouse and stock management.
• Ability and willingness to dramatically change work practices and hours, and work with incoming surge teams, in the event of emergencies.
• Excellent IT skills.
• Fluency in written and spoken English
• Commitment to and understanding of Save the Children’s aims, values and principles.
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