JOB DESCRIPTION

TITLE: Program Support Officer
TEAM/PROGRAMME: Field Operations    LOCATION: Shan Area
Number of Position: 1
GRADE: NAT 4    CONTRACT LENGTH: Fixed Term

CHILD SAFEGUARDING

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 vetting process staff.

ROLE PURPOSE

Manage the operation tasks in assigned Save The Children Office in collaboration with Field and Regional teams.

SCOPE OF ROLE

Reports to: Operations Manager
Technical Report to : Area Supply Chain Coordinator / Area Operations Coordinator
Staff reporting to this post: Program Support Assistant
Budget Responsibilities: No Financial approval

KEY AREAS OF ACCOUNTABILITY

Supply Chain Functions:
•    To ensure project procurement plans are in place by coordination with logistics and program teams; regular follow up the updates and revise accordingly and ensure timely completion of procurement activities, will initiate PR if necessary.
•    To ensure all procurement activities are in line with procurement policy/procedures and keeping records of procurement documents maintain good filling system
•    Assist with logistics costing during project proposal and budget development with Operation Manager
•    Arrange and provide training / sharing session and mentoring to field staff on logistics and supply chain procedures/ policies
•    Updating key suppliers listed under the Tsp; Market depend on program demand items
•    Collecting market information with supplier information depend on program demand items
•    Providing feedback based on program team’s quarterly procurement plan – QPP depend on market feasibility
•    Developing procurement plan of operations depend on requirement through discussion with Operations Manager
•    Support vehicle rental, fleet operations, and maintenance reporting across townships through creating delegation to PSA depend on needed
•    Arrange and providing driver manual for related Office car drivers and collect feedback of field staff on the driver’s servicing process
•    Listing and checking regularly for the license extension process for both not only motorbikes also cars through consultation with related Area / Head Office Focal
•    Prepare and checking in /on time for Personal Issue Form – PIF process depend on vehicle utilization of each staff
•    Support end-to-end supply chain functions including warehousing, transport, distribution, and stock management and regular share the updates to field program staffs and supply chain staffs
•    Monitor stock balances, flagging near-expiry items and sharing regular stock updates to program focal
•    Manage warehouse operations and maintain adequate storage for commodities, including pharmacy warehouse oversight with the help of OM and repacking and distribution support
•    Arranging warehouse building cleaning process depends on the needed and arranging with systematically for related stocks
•    Keeping systematically BIN/STOCK cards and checking regularly
•    Ensure all assets information are updated in tracker and assist to area supply chain coordinator in field asset disposal process.
•    Make sure master fixed asset tracker depend on asset received / transfer and donation process
•    Ensure and check regularly for each asset withdrawing process with using PIF
•    Keeping systematically for the asset donation certificate from/ transferring from and uploading on the share point regularly
•    Monitor inventory records in/out transactions and sharing regular inventory updates to OM
•    Make sure quarterly checking process for inventory listed with confirmation donation certificate documents
•    Oversee scanning and document disposal processes, ensuring compliance with organizational procedures
•    Ensure all supply chain monthly reports share to area supply chain coordinator with data accuracy and transparency.
Administration:
•    Make regular payments (such as office rent, utility charges for water and electricity) and periodical payments as and when required
•    Register, submit and file daily incoming and outgoing correspondence
•    Report to Field Office Manager regarding any cases, known or suspected, of fraud within Save the Children
•    Maintain a filing system with register on books and publications in the field office
•    Make sure all vehicles in the field office are insured
•    Updating office address record system (internally and externally)
•    Hotel booking & event arrangement, air ticketing and other logistical arrangements in the field office
•    Supervise office helpers/cleaners to ensure office buildings and all domestic items are clean, healthy and neat & tidy at all time
•    Assist in proper allocation of workstations, furniture and equipment in office buildings
•    Make sure office auto machine and equipment are functioning at all time
•    Monitors & report stock levels and order status to ensure office stationery, adequate office supplies, sundries, fuel at office
•    Communicating with local government counterparts and other agencies working in the area and acting as Legal document holder in the field office
•    IT equipment maintenance and repair and make sure all communication equipment are always functioning and giving training to all staff if necessary
•    Make sure scanning and document destructing process with systematically and followed procedure

Human Resources:
•    Assist the Yangon HR team for the field office recruitment/replacement process in advertising, recording, contacting and scheduling for interviews.
•    Assist in preparing contract and send information to Yangon HO on new recruitments
•    Assist in preparation of staff induction in field office, compile supporting materials, arrange schedule.
•    Provide Child Safeguarding Policy briefing to new staff, local suppliers, SCI stakeholders and ensure that they understand and sign the Child Safeguarding Policy
•    Prepare payroll information, staff list updating, help all staff with income tax payments and regular remind to all staffs for online ER timesheet complement.
•    Communicate with Yangon HO’s HR team for staff capacity development and training.
•    Regular reporting to the Area Office and country office for any HR related reports & documentation in time
•     Make sure scanning and document destructing process with systematically and followed procedure
•    Assist and support to FOM depend on requirements of assign tasks
•    Assist and support in emergency responding depend on needed

Child Safeguarding

•    Assist to create and maintain an operational environment where the Child Safeguarding Policy is aware   and effectively implemented.
•    Provide Child Safeguarding Policy briefing to new staff and ensure that they sign the Child safeguarding Policy

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
•    Always acts in the best interests of children
QUALIFICATIONS, EXPERIENCE AND SKILLS

•    University degree and/or experience in supply chain / HR/Administration under the hard to reach area
•    Three years’ professional working experience, preferably in the related field
•    Understanding of all technical aspects of logistics, including procurement, transport/distribution, warehousing and stock management, and asset management.
•    Experience in emergency response to natural disaster or conflict preferable
•    High level of integrity and ability to work as part of a professional team
•    Ability to work under high pressure to meet tight deadlines
•    Skills in administration
•    Proven team working ability
•    Willingness to work in field office location
•    Commitment to and understanding Save the Children’s aims, values and principles
•    Good communications skills, including English language ability
•    Computer proficiency, especially MS Excel

General:
•    Ability to work collaboratively with colleagues across the organisation developing effective working relationships to deliver outstanding results for children
•    Commitment to and understanding of Save the Children’s aims, values and principles.
•    Willingness and capability to comply with all relevant Save the Children policies and procedures with respect to health and safety, security, equal opportunities and other relevant policies, including the Child Safeguarding Policy
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.

All staff has an obligation and a responsibility to:
•    Ensure they fully understand the provisions of the Child Safeguarding Policy, the Code of Conduct and Local/Country Procedures.
•    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.
•    Ensure the way they are carrying out their work is not putting children at risk (or further risk) – this means constantly scrutinizing their work through a child safeguarding lens and talking to children about possible design/implementation “flaws”.
•    Promote the message of child safeguarding to colleagues in other organizations and government ministries, children in their own and beneficiary families, and community members in general.
•    Be vigilant about observing possible child abuse/harm in their personal and professional lives.

All managers have the above responsibilities as well as ensuring
•    Their staff are doing the above.
•    That child safeguarding is integrated and given a “voice” in all management processes including recruitment, induction, performance management, team meetings, annual planning processes, field level monitoring, etc.

Safeguarding our Staff:
The post holder is required to carry out the duties in accordance with the SCI anti-harassment policy.
Health and Safety
The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.