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Supply Chain and Admin Officer

Save the Children

Child Safeguarding Statement for Adverts

Save the Children is committed to ensuring that all our personnel and programmes are absolutely safe for children.

We undertake rigorous procedures to ensure that only people suitable to work with children are allowed to join our organisation and all candidates will be therefore be subject to this scrutiny.

CS positioning statement:

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.

TITLE: Supply Chain and Admin Officer

TEAM/PROGRAMME: China CO

LOCATION: Urumqi, Xinjiang

GRADE: 5

CONTRACT LENGTH:

Fix-term, 2 years.

 

CHILD SAFEGUARDING:

Level 1-The responsibilities of the post do not require you to have contact with children or young people

 

ROLE PURPOSE:

To implement and provide efficient and effective supply chain service support to whole Xinjiang Office, especially for Health projects’ implementation (50% working time), to ensure office smooth operation and achieve programme goals. And, at the same time, the post holder should spend certain time to deal with routine finance work as requested. Also, the post holder will response to admin functional and other tasks while needed.

 

SCOPE OF ROLE:

Reports to: XJ Programe Senior Admin Officer

Staff reporting to this post: n/a

 

KEY AREAS OF ACCOUNTABILITY:

-Ensure that SCI policies and procedures are followed accordingly and can provide good value for money by respecting the lead time, the procurement plan and sourcing. These must be fair, proportionate, and transparent and in compliance with donor rules and Applicable laws.

-Reporting key supply chain analysis and issues to XJ Senior Admin Officer and each project managers while needed.

-Supports the development, implementation and compliance with the logistics/procurement manual, and liaises with the country office Supply Chain Focal Person as needed for technical support and assistance.

-Identify opportunities / suppliers to deliver great value for money

-Executing procurement processes (quotations, tenders)

-Convening procurement committees to get the right people involved in selecting suppliers

-Evaluating commercial bids

-Negotiating and signing contracts with suppliers

-Managing supplier relationships

-Managing procurement risks

-Performance monitoring

-Perform such other tasks and responsibilities assigned by line manager.

-Following the work plans/ procurement plan of projects.

-To collect and document all the expense claim vouchers, prepare the payment vouchers for suppliers and ensure to be paid on time

-To update the Xinjiang supply chain list and update procurement tracker on monthly

-Vetting and maintain relationship with related suppliers

-Undertake financial documents binding & files management, ensure daily financial documents are filed safely.

-Undertake daily cash payment while S.F.O is absent.

-Fulfil the financial data entry processes (Glacos system)

-Support in preparing financial documents for auditing test check, Undertake other activities related to special requests related to finance or grant management.

 

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 degree or above.

 

EXPERIENCE AND SKILLS

Essential

•Requires College/University education and basic knowledge in a relevant field

•Good interpersonal skill and ability to handle multiple tasks

•Strong sense of responsibility and good organization and communication skills

•Good written English skills and good communication skills 

•Familiar with using MS Outlook, Word and Excel

•Minimum 2 years relevant working experience on administration or project assistant.

•Can work under pressure

Desirable

Past experience in leading a procurement function with a focus on procurement planning, sourcing and supply chain transformation would be a plus.

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.


If you are interested in this position, please read the Child Safeguarding  first, fill in the Application Form and send it back to beijingoffice.china@savethechildren.org before 11 September 2019.