Emergency Supplies
Coordinator
Place of Work: Nairobi (Kenya)
Grade: TBC
Reports to: Head of Logistics – Somalia/Somaliland
Reporting to position:Procurement Officer
Child Protection Level: 3
Save the Children (SC) is an international organization with 27 member organizations across the globe. It is united by a common mission and brand but, to some extent, has until now been working independently from country to country and within countries.
With the decision by
all Save the Children organizations to create an International Programmes Unit
(IPU) taken in 2010, Save the Children aims to create a stronger
voice for children by unifying the operations in all countries.
voice for children by unifying the operations in all countries.
This will result in
one organisation at the national level in each country and a unified programme
delivery structure for all Save the Children International Members.
Save the Children UK,
Denmark and Finland unified in Somalia in January 2010 under the name Save the
Children in Somalia which will move to the IPU model by the end of 2012.
After one year of
unification and as a result of an active fundraising strategy the programme
budget was over GBP 10m covering thematic areas of protection, child survival
(which includes health, nutrition and livelihoods), education, and Child Rights
Governance.
Job Purpose
The Emergency Supplies Coordinator is responsible for overall coordination of procurement & transportation of all goods and services for the ongoing humanitarian response of Save the Children Somalia/Somaliland programme.
S/he must ensure that
requests submitted are dealt with in a timely manner following proper
procedures for purchasing goods and services.
This includes tracking
all re-occurring and project specific requests, coordinating with a large
number of vendors and ensuring that goods are delivered to field offices in a
timely manner.
This requires a highly
motivated and detail solution oriented individual who will be able to resolve
operational critical challenges as they arise.
The Emergency Supplies Coordinator reports to the Head of Logistics and contributes to ensuring that Save the Children’s commitment to improving quality and accountability in humanitarian work is upheld, through reference to the Sphere Charter, Save the Children Minimum Standards and the NGO Code of Conduct, and endeavours to implement sustainable systems and transfer knowledge and skills to existing staff.
Key accountabilities
- Setup
an effective supply chain for the emergency programme in close
collaboration with Head of Logistics.
- Oversee
and manage all procurement related functions through communication with
internal and external staff/offices including HQ Supplies Section,
Regional, Finance, outside vendors and suppliers.
- Manage
the procurement processes effectively including Purchase requests,
Quotations, Bid analysis, Purchase orders, Tenders in accordance with Save
the Children procedures and guidelines.
- Follow
up procurement plans for all grants on a weekly basis and provide updates
to all concerned.
- Maintain
list of vendors and transporters that specialize in providing specific
goods & services and constantly review the performance of the supply
chain.
- Ensure
that there is an efficient supplies tracking and filing system.
- Produce
weekly updates on status of supplies and circulate it to concerned
staff/teams.
- Ensure
that staffs are conversant and familiar with the procurement and planning
process in support of project and program requirements.
- Building
the capacity of the procurement staff on Save the Children policies and
procedures.
- Lead,
manage and motivate a team, ensuring that they have clear objectives and
receive meaningful feedback on their performance.
- Comply
with the requirements of Save the Children’s Child Protection Policy to
ensure maximum protection for children.
- Produce
a monthly analytical report of quality of procurement process and suggest
alternate solutions to improve procurement.
Person specification
Essential:
- Bachelors
Degree and Diploma in Procurement/Supply Chain Management or related field
in logistics.
- Minimum
5 years of experience in managing large scale procurements, tenders and in
an emergency response setting.
- Knowledge
and experience of dealing with clearing & forwarding agents and
transportation of large volume of supplies in and out of Kenya.
- Ability
to work independently, take personal initiative, and multi-task including
strong facilitation skills in an ever changing dynamic operational
environment
- Excellent
written and spoken English language skills.
- High
computer literacy level with expected proficiency in Word, Excel, PDF and
Internet.
- Strong
administrative and organisational skills.
- Ability
to coach others and work in a team environment with experience in
conducting training.
- Excellent
interpersonal skills and ability to work effectively in an operational
environment.
- Experience
in negotiating service agreements with vendors and suppliers.
- The
capability and willingness to be flexible and accommodating in sometimes
difficult and frustrating work situations.
- Commitment
to and understanding of Save the Children’s aims, values and principles.
Desirable:
- Experience
of working in an International NGO or a UN agency.
- Good
understanding of Somalia context and air/sea/road shipping routes into
Somalia.
Child Safeguarding Policy
- Any
employee, consultant, contractor or the supplier undertaking an activity
on behalf of SC UK must sign the Child Safeguarding - Declaration of
Acceptance Form and comply with the SC UK’s Child Safeguarding Policy
which is a statement of SC UK’s commitment to preventing abuse and
protecting childrenwith whom it comes into contact.
- This
extends not only to children with whom SC and its partners work directly,
but also includes children whom staff are responsible for. SC UK believes
that the situation of children must be improved through the promotion of
their rights supported and demonstrated by all members of staff. Save the
Children's Code of Conduct sets out the standards which all staff members
must adhere to.
Applications should be forwarded to: vacancies@scsom.org.
Application Closing Date
will be Friday 06th July 2012.