Sourcing Officer
The Opportunity - Sourcing Officer
The position will responsible for handling Save the Children’s end to end sourcing operations by managing and leading sourcing activities. She or he will support Sourcing Coordinator in development of relevant reports and other procurement duties to ensure compliance and effective implementation of the SCI policies as well as smooth operation of Save the Children programme in Vietnam..
KEY AREAS OF ACCOUNTABILITY:
Essential duties and responsibilities include but are not limited to the following. Other duties that are in line with relevant skills, experience and role may be assigned by Line Manager and SMT’s members.
Take lead and manage sourcing activities
- Be the Sourcing lead for sourcing activities across the Country Office and Field Offices in Hanoi, Da Nang, Hai Phong, Ho Chi Minh cities and Lao Cai for goods and services, prepare minutes and provide guidance for the Procurement Committee as needed;
- Ensure bidding 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 and maximize cost efficiency;
- Submit the request for establishment of the Procurement Committee with the right person and right capacity for evaluation;
- Develop the criteria, Invitation To Tender (ITT), list of suppliers for invitation…etc in accordance with subsequent steps and ensure the fairness and transparency of the sourcing process;
- Prepare assigned benefit report (BAF) for Sourcing Coordinator;
- Follow up with sourcing progress and keep track with assigned on-going Framework Agreements (FWAs) for cap limits, duration limit; process termination and extension if applicable;
- Ensure the assigned FWAs are ready for use to meet identified project needs in quality and time and to maximize the value for money in contract award decision;
- Implement market research and analysis, search for new suppliers, take lead in meeting and negotiations with suppliers;
- Discover and partner with trustworthy vendors and suppliers;
- Estimate risks and apply risk minimizing techniques when leading sourcing activities;
- Negotiate pricing and control costs to ensure the most value for money in sourcing activities;
- Ensure correct TIM postings and inventory reports in accordance with SCI’s policies;
- Implement sourcing activities to support emergency response.
Managing sourcing and contract module in online procurement system (ProSave System)
- Be responsible for managing the sourcing and contract module in ProSave System;
- Expand the supplier database and ensure supplier registration in Ariba Network;
- Validate new suppliers’ information and upload to ProSave system and support suppliers to solve all data-related problems;
- Process registration of suppliers to Prosave system and maintain the most updated supplier database for all kinds of goods and services as the result of sourcing process;
- Prepare catalogues and upload to the ProSave System together with the signed FWAs;
- Update all the signed FWAs and contracts together with the related catalogues as the result of sourcing process in the ProSave System.
Staff and partner capacity building
- Contribute to capacity development for the Supply Chain team members (internal training for SC team members, mentoring/on-job training for new members, buddy, etc)
- Facilitate the relevant training and give guidance to improve the sourcing activities;
- Conduct market research to engage suppliers to ad-hoc procurements implemented by partners;
- Provide technical support to the bidding process implemented by partners to ensure the compliance and sourcing efficiency;
- Support Sourcing Coordinator in building capacity of the relevant staff and partners through training and remote support.
Other tasks
- Support Sourcing Coordinator in consolidating the needs of all projects and programs to develop the Sourcing Pipeline with a specific implementation roadmap;
- Support Sourcing Coordinator in coordinating with procurement team and implement sourcing of goods and services based on the Sourcing Pipeline;
- Provide back up for other Supply Chain team member in implementing assigned PRs to meet identified project needs in quality and time, and ensure full compliant with SCI’s policies and donors’ requirements.
Working contacts
Internal: All staff
External: Visitors, partners and suppliers
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
QUALIFICATIONS
- Bachelor’s degree in or graduate degree in related field
EXPERIENCE AND SKILLS:
Essential
- 3 years in work experience in administration/supply chain field, 1 working years with NGO is preferable.
- Good time-management skills, excellent interpersonal, communication and teamwork skills.
- Critical thinker, good problem solving and solid judgement with ability to make good decisions.
- Ability to negotiate and sustain networking relationships.
- Familiar with sourcing and vendor management and relevant software.
- Understanding of market dynamics and sound business judgement.
- Comfortable with figures and in collecting, analyzing and interpreting data.
- Sense of ownership and pride in his/her performance and its impact on the organization’s success.
- Ability to maintain accurate records and documents and to prepare written reports, conclusions, and recommendations.
- Excellent prioritization skill and ability to orgainze and coordinate a variety of work activities.
- Fluent English speaking and writing skills.
- Good financial management skill.
- Has strong sense for compliance.
- Computer literacy.
- Proven commitment to children’s rights and equality of opportunity.
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.
Level 3: The post holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.
Health and Safety
The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.
Application Information
Please apply using a cover letter and up-to-date CV as a single document and use format. Please also include details of your current remuneration and salary expectations. A copy of the full role profile can be found at:
Location: Hanoi
Closing Date: 28 Mar 2024 (5.00 pm)
If you have any issues with applying via our system, please send an email explaining your troubles to [email protected]
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.
All employees are expected to carry out their duties by our global anti-harassment policy.