ROLE PURPOSE:

• To Coordinate Vendor Payment between procurement and Finance team, ensure vendor timely payment Support admin procurement and serve as field office interface with country office supply chain team Respond efficiently and quickly to purchase requisitions, and follow up, maintain a record of supplies.
• Ensure that the items bought to match the request, and are of good quality, reliable, appropriate and at a reasonable price.

SCOPE OF ROLE:

Reports to: Procurement Coordinator

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 Lindi, Shinyanga, Zanzibar, Mbeya and Kasulu and we work through partners in other parts of the country. We employ nearly 100 staff and have an annual operating budget of approximately $10 million.

Staff Reporting to this position: Dar es Salaam Drivers (dotted line)

KEY AREAS OF ACCOUNTABILITY:

• Ensure that at all times Save the Children procurement policy and procedures are implemented and adhered to and are within compliance to donor regulations.
• Under the direct supervision and with the support of Procurement Coordinator, the Procurement Assistant will execute procurement actions in line with SCI protocols and procedures, being responsible to getting quotes, filling all relevant document (PR, quotes, CBA, PO etc.).
• Responsible for communicating with suppliers in order to get quotes, specifications and quality information. Ensure that due consideration is given to delivery scheduling and conditions including , lead time to delivery, guarantees, packing, transportation, quality, penalties and returns policies when required. Obtain written quotes from suppliers and service providers as necessary.
• Receives invoices from suppliers, checking if they are correct and complete, and forward payment requests together with all necessary supporting documentation to Procurement Coordinator, monitoring the process to ensure payment is made on time to the supplier.
• Respond flexibly to changing program needs, reprioritising tasks in a logical, sensible way and in coordination/consultation with the Procurement Coordinator.
• Make sure that the items requested are clearly specified in the PR form and communicate with the relevant Requesters or Technical Programme persons for further clarification.
• Responsible for procurement process of office supplies for Country Office -furniture, stationeries and others consumable items.
• Assist Procurement Coordinator on regular updating on the Procurement Tracker, supplier’s database and other Procurement reports if required, in collaboration with co-workers.
• Communicate and exchange information effectively with colleagues and other team especially for supplier has changed contacts, product detail specifications, payment terms & conditions, delivery due date and payments.
• Works closely with the Procurement Coordinator to ensure all necessary paperwork is provided for the supply chain management filing system.
• Assist the Procurement Coordinator with the evaluation, modification, renewal and establishment of Framework Agreements (FWA).
• Assist Procurement Coordinator in preparing payment requests authorizations as required.
• Work closely with other procurement/supply chain team member and give necessary support when needed.
• Other duties assigned by the Supervisor (Procurement Coordinator) as and when required.

Communications:

• Communication with vendor or suppliers
• Produce regular update on PR received from Program and field offices

Other General Support Activities

• To backstop for asset, travel and facility, fleet and warehouse supply chain officer.
• Assist to organise procurement review meeting with programme.
• Write and prepare minute meeting from various supply chain meeting.
• Assist and implement standard Save the Children logistics systems and procedures. 
• Support the Procurement Coordinator/Manager in the collation of the country logistics KPIs. 
• 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 provide technical support to Implementing Partners.
• 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.
• As a member of the Operations/Logistics 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 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

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

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

QUALIFICATIONS AND EXPERIENCE:

• A Diploma or Bachelor Degree in Business Administration, Supply Chain, Logistics or Procurement Management.
• 2-3 years’ experience working in a similar role in an NGO or private commercial sector. 
• Member of a professional body e.g. CIPS, CILT or KISM will be an added advantage.  
• Excellent computer skills, especially in MS Excel, spreadsheets and MS Word.
• Experience of solving complex issues through analysis, the definition of a clear way forward and ensuring buy-in.
• Ability and willingness to dramatically change work practices and hours, and work with incoming surge teams, in the event of emergencies.
• Excellent IT skills.
• Commitment to and understanding of Save the Children’s aims, values, and principles. High level of integrity/confidentiality and ability to work as part of a professional team.
• 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.
• Fluency in written and spoken English.