Support Services Assistant

ROLE PURPOSE:
This position will support Supply Chain division in implementing administrative and supply chains duties to ensure the organisational procedure and policies compliance with effectiveness of operational works of Save the Children International 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: Supply Chain Manager

KEY AREAS OF ACCOUNTABILITY :
Administration support:
• Update the supplier database, pre-qualified supplier list and suspended suppliers
• Arrange procurement filing system and keep tracks of procurement files
• Ensure the sufficient procurement filing according to checklist
• Be in charge of photocopy, scan of contracts, documents
• Support the submission of documents for approval and payment procedures
• Maintain the vetting and supplier ID database
• Develop KPI monthly reports to submit the Supply Chain Manager for review
• Facilitate the organization of workshops, induction and training
• Support to lead tender opening and meetings of Procurement Committees
• Support sourcing procedures and communications with suppliers
• Function as backup for TIM and warehouse management
• Other Admin and Supply Chain tasks assigned by Line Manager

Working contacts:
• Internal: All staff including Programs members and Support Services team members in Hanoi Country office and other provincial offices
• External: Suppliers, consultants, partners and local competent authorities

All candidates must complete an on-line application form. The system provides instructions for online application procedures.
https://stcuk.taleo.net/careersection/ex/jobdetail.ftl?job=190001KM&tz=GMT%2B07%3A00&tzname=Asia%2FBangkok

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 public administration, human resources, business administration or relevant field;

EXPERIENCE AND SKILLS
Essential
• At least 2 years of working experience in administration and other relevant sector (with NGOs is preferable)
• Good understanding of local regulations relating to work
• Ability to exercise tact and diplomacy and to deal with a variety of highly confidential and sensitive issues with discretion;
• Good interpersonal, communication and teamwork skills;
• Good prioritization skills and ability to coordinate a variety of work activities;
• Fluent English speaking and writing skills;
• Proven commitment to children rights and equality of opportunity;
• Good computer and IT skills.

Desirable
• NGOs networks and knowledge

- Company Policies
- Professional and active working environment
- Social insurance, health insurance, unemployment insurance according to Labor Laws

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