Procurement Coordinator

The Opportunity - Procurement Coordinator 

This position will be responsible for leading SC’s procurement team and overseeing all work dimensions relating to SCI procurement to ensure quality control and the orgnizatonal policies and procedures are fully compliance with Savethe Children Policies, donors and government requirements.  This position will spearhead the purchasing process, including stock optimization, Procurment KPIs and data analysis. The incumbent will specialize in implementing efficiency and cost-effective purchases  of all goods and services in Ha noi, HCM and DaNang Offices.

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.

Key Responsibilities

1. Take lead of the procurement operation in the Country Office and HCM/Da Nang FOs:

• Together with Supply Chain Manager to develop procurement strategies and relevant workplans such as team workplan, Sourcing Pipeline, Emergency Procurement Plan (EPP), Minimum Preparedness Actions (MPA) …etc. 
• Consolidates project procurement plans and support to monitor and ensure all procurements are on track.
• Ensure the effectiveness and efficiency of procurement activities inthe Country Office and HCM/Da Nang FOs.
• Supervise the daily procurement at various thresholds in Hanoi, Da Nang and Hochiminh offices, including meetings and workshop service, training and other SC’s events … etc
• Ensures bidding procedures are fully compliant with SC (and donors’ if applicable) policies and procedures and goods are purchased to meet identified project needs in quality and time progress.
• Reviewing existing contracts with suppliers and vendors to ensure on-going feasibility and fully compliance with SCI’s and donors requirement
• Performing risk assessments on potential contracts and agreements.
• Approving purchase orders, organizing and confirming delivery of goods and services.
• Controlling the procurement budget and promoting a culture of long-term saving on procurement costs.
• Provide market analysis and verification to ensure the value for money in procurement decisions
• Keep track of procurements through Framework Agreements in terms of spend limit and duration limit.

2. Ensure smooth operation of online procurement system:

• Maintain the smooth operation of online procurement system and ensure the proper process of the every purchase requests in online procurement system;
• Overseeing and managing the online procurement system and other systems that track shipments, inventory, and the supply of goods Sourcing suppliers and ensuring the suppliers being engaged to online procurement system and registered in online procurement platform (Ariba Network).
• Maintain and update all online procurement data, including procurement database, supplier database, contract database, catalogues, dynamic data and champions of online procurement system … etc 

3. Supplier Management:

• Negotiate with suppliers and vendors to secure advantageous terms.
• Build and maintain long-term relationships with vendors and suppliers.
• Ensure the supplier database most updated
• Implement supplier training and ensure supplier’s compliance to SCI policies
• Perform supplier evaluation activities

4. Ensure the proper management of warehouse and TIM (Total Inventory Management) system:

• Maintain TIM system, supervise TIM posting and ensure the integration between online procurement system, accounting and warehouse system.
• Support the reconciliation between stock and accounting data as per SCI requirements.
• Manage the physical warehouses, including maintaining warehouse rental contract, stock count, stock disposal, stock cards, stockpiling schedule and stock turnover reports.
• Ensure the storage and warehouse facilities are properly managed and maintained arcording to SCI policies.
• Implement the periodical stock check and inventory reports in the Country Office and Field Offices.
• Maintain and update the registration of TIM users.
• Update the master list of products in TIM
• Work closely with Budget Holders to update the expiry list of products, stock of to-be-closed SOFs and delivery schedule to ensure stock management efficiency.

5. Ensure a good distribution of goods and services to designated beneficiaries and required project areas:

• Coordinate with projects and BHs to deliver products to partners and beneficiaries in a due timeline
• Ensure the delivery of goods and services in the emergency response;
• Ensure the transactions with 3PL Companies for logistic services;
• Support partners’ procurement activities in working closely with project staff and finance teams

6. Contribute to Country reports:

• Preparing all related procurement reports.
• Prepares data for monthly Key Performance Indicators and ensures good performance for KPIs relevant for procurement.
•  Follow up with Asia Regional Office and Center for KPI reports, benefit (BAF) reports, preposition stock report, EPP update, procurement budget development and other procurement ad-hoc reports
• Prepare monthly payment forecast and payment schedule to BHs and finance team

7. Ensure the compliance to SCI policies:

• Be a focal person in working with Asia Regional Office and Center to address the procurement requirements
• Update SCI policies, templates, process, procedure as well as new procurement requirements from Asia Regional Office and Center for implementation by the procurement team and relevant stakeholders.
• Ensure training and induction on SCI policies for all staff and budget holders on Procurement Manuals and related guidances,
• Improve buget holder’s capacity on procurement budgeting and planning according to SCI guidance
• Ensure the commitment and compliance to SCI core policies for related suppliers, drivers, consultants… etc
• Implement interal review visits to monitor the procurement compliance and efficiency in accordance to SCI procurement policies and procedures.

8. Staff management and capacity building

• Be responsible for managing the procurement team for daily activities
• Be responsible for procurement capacity building for Country Office (Hanoi) and Field Offices (HCM/ Da Nang)
• Implement coaching, mentoring and creating developmental opportunities for procurement and sourcing staff in Country Office and Field Offices.
• Implement quarterly staff performance review and staff development plan.
• Ensure a good understanding of the team about warehousing, distribution, inventory and online procurement system
• Recognition and rewards for outstanding performance
• Documentation of performance that is less than satisfactory, with appropriate performance improvements/ work plans 

QUALIFICATIONS

• Bachelor’s degree in supply chain or relevant field

EXPERIENCE AND SKILLS

Essential

• Management and leadership skills, good problem solving and negotiation skills, good analytical skill
• Excellent interpersonal, communication and teamwork skills, highly organized and detail-oriented.
• Multi-tasking and time-management skills, with the ability to prioritize tasks.
• At least 5 years experience in Supply Chain and/or Procurement management, preferably in international organizations, INGOs and/or bilateral organization
• Experience using supply chain management software and tools
• In-depth knowledge of preparing and reviewing contracts, invoicing, and negotiation terms.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, and Access).
• Proven knowledge and skills in online procurement system, warehousing and logistics
• Excellent prioritization skill and ability to coordinate a variety of work activities
• Fluent English speaking and writing skills
• Has strong sense for compliance
• Proven commitment to children’s rights and equality of opportunity

Desirable

• Master’s degree
• Knowledge of Vietnam development issues and NGO networks

The Organisation

We employ approximately 25,000 people across the globe and work on the ground in over 100 countries to help children affected by crises, or those that need better healthcare, education and child protection. We also campaign and advocate at the highest levels to realise the right of children and to ensure their voices are heard. 

We are working towards three breakthroughs in how the world treats children by 2030:

• No child dies from preventable causes before their 5th birthday
• All children learn from a quality basic education and that,
• Violence against children is no longer tolerated

We know that great people make a great organization, and that our employees play a crucial role in helping us achieve our ambitions for children.  We value our people and offer a meaningful and rewarding career, along with a collaborative and inclusive workplace where ambition, creativity, and integrity are highly valued.

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:

Job Description - Hanoi - Procurement Coordinator - National only (210006D4) (taleo.net)

If you have any issues with applying via our system, please send email explaining your troubles to [email protected]

Closing Date for Application: 28^th September, 2021

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.

We believe that gender equality is a basic right for all people

All employees are expected to carry out their duties in accordance with our global anti-harassment policy.