Senior Admin and Supply Chain Officer

TEAM/PROGRAMME: Support Services
GRADE: TBC
LOCATION: Ha Noi

CHILD SAFEGUARDING: 1
Level 1: the post holder will not have contact with children and/or young people, or access to personal data about children or young people, as part of their work; therefore a police check will not be mandatory for this post unless the content of the post changes, in which case the Child Safeguarding level should be reviewed.

ROLE PURPOSE:
The position will be responsible to implement all procurement activities for the projects in the Northern office and ensure that goods are purchased to meet identified project needs in quality and time; be in charge of assets/inventory management, warehouse management including TIM.
She or he will support Administration and Supply Chain Manager in development of relevant reports and other procurement and administration duties to ensure compliance and effective implementation of the SCI policies as well as smooth operation of Save the Children programme in Vietnam
In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

SCOPE OF ROLE:
Reports to: Administration and Supply Chain Manager

KEY AREAS OF ACCOUNTABILITY :

Administration accountability:
• Support Admin and Supply Chain Manager to maintain administration operation in Country Office and support the field offices in Lao Cai, Da Nang, Hai Phong and Ho Chi Minh cities if needed
• Handle all administrative legal documentation and procedures relating to operation of Country Office and personnel, including but not limited to: office permits, international workshop permits, visa, passport, work permit, temporary residence card, project approval… etc.
• Provide daily implementation of all logistics and procurement activities in Country Office such as logistics support for meetings, workshops, handling office supplies, equipment, furniture, office permit, visa and accommodation for expatriates and other related activities.
• Process to sign framwork agreements for hotels, car rental, air ticket and other admin activities
• Ensure admin procedures are fully compliant with SCI’s policies and procedures and goods and services are purchased to meet identified project needs in quality and time;
• Manage all car rental and office/apartment lease contracts and ensure the update of the supplier database
• Coordinate to ensure the periodical asset inventory and physical check in all offices and warehouses and ensure all asset are properly managed arcording to SCI policies.
• Maintain contracts for office services including office lease, Telephone, Internet, Office supply, car rental, hotel, air faires, insurance for office’s assets and cars, ect.
• Arrange and maintain the filing system in the Country Office.


Supply Chain Accountability:
• Support the review of Procurement Plan and development of Sourcing Pipeline.
• Follow up with sourcing progress and keep track with on-going Framework Agreements for cap limits, termination and extension request
• Review the Procurement Tracker to ensure correct and timely update and support to develop monthly KPI reports
• Support Admin and Supply Chain Manager to review the contracts, purchase orders, CBA… before submission for approval
• Work as secondary backup for the Line Manager to ensure the effective operation of the Supply Chain team
• Updates and makes sure all procurement documents are in compliance with SCiV and donor’s rules and regulations
• Maintains an effective warehouse management system and TIM with proper inventory codes and conduct physical asset count when required.
• Ensure all stock items in warehousre are properly manage arcording to SCI procedures including regurlar reconciliation between TIM and Agresso.
• Provide day to day procurement for all projects in Country Office and field offices and ensure goods are purchased to meet identified project needs in quality and time
• Conducts procurement services to programs: handle service contracts including contract with a firm on specific kind of work, printing service, purchasing goods, services and equipment
• Assists in obtaining all authorizations and documents required for duty free importation of project equipment including GIK and emergency items, project supplies, ect
• Maintain the supplier database on regular basis and conduct supplier evaluation
• Conducts all required procurements in accordance with SC procurement guidelines and donor’s rules and regulations
• Prepare quarterly budget projection of procurement of monitor the expense versus the allocated budget
• Maintains and ensures procurement trackers are uptodate and realistic.
• Assists Administration and Supply Chain Manager in preparing monthly cash forecast, KPI reports and update data for country annual budgeting.
• Coordinates with field staff for purchase and transport/shipment of goods requested
• Act as focal person to prepare, negotiate, renew/end the contracts for project equipments, supplies, printing and other procurement related to projects in the Northern office
• Ensures timely and proper domestic travel arrangements are made for staff and visitors in Northern Office.
• Creates and maintains a filing system for related procurement activities and ensure the accuracy of computerized database and administrative filling
• To be flexible and available for missions to the field for special support or supervision on given procurement and logistics issues
• Implement other tasks as required by the Line Manager


Working contacts
Internal: All staff in Hanoi and field offices
External: Visitors, consultants and suppliers of services

BEHAVIOURS (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.
Ambition:
• sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
• widely shares their personal vision for Save the Children, engages and motivates others
• future orientated, thinks strategically and on a global scale.
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.
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
• Bachelor’s degree in related field
EXPERIENCE AND SKILLS
Essential
• 4 years in work experience in administration field, 2 working years with NGO is preferable
• Good understanding of local regulations on procurement and bidding procedures
• Good English written and verbal skills
• Computer literacy
• Good problem solving , compliance, negotiating and presentation skills
• Ability to establish priorities and plan, organize, and coordinate a variety of work activities.
• Ability to maintain accurate records and documents and to prepare written reports, conclusions, and recommendations.
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.

- Company Policies

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