JOB DESCRIPTION

The Supply Chain Officer is responsible for supporting end-to-end supply chain operations, including sourcing, procurement, warehousing, and logistics activities for assigned projects. The role ensures compliance with SCI policies and procedures while maintaining efficient operations of Save the Children programmes in Vietnam.

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.

I.    Sourcing and Procurement Management
1.    Procurement Plan for assigned projects:
•    Provide support and advice on procurement planning from proposal stage
•    Review procurement timelines and requirements, ensure alignment with project objectives and budgets and consolidate procurement plans for assigned projects
•    Arrange and lead the regular procurement plan review meetings with budget holders and stakeholders
•    Track action items and recommend plan optimizations.

2.    Execute procurement activities for assigned projects:
•    Lead end-to-end procurement activities for assigned projects, including but not limited to:
–    Conduct market research and analysis on a regular basis to ensure value for money
–    Coordinate the development of comprehensive evaluation criteria
–    Ensure transparency and fairness in the supplier selection process
–    Document evaluation decisions while maintaining compliance with SCI policies
–    Manage bid clarifications, negotiations, and technical evaluations
–    Calculate savings for each package once completed
–    Ensure quality requirements, timelines, and cost-effectiveness (value for money) are met.

•    Manage contracts effectively:
–    Oversee the creation and amendments of contracts for assigned projects and assigned general contracts/FWA
–    Monitor contract compliance, performance, quality and renewal requirements
–    Maintain thorough documentation and coordinate contract reviews with stakeholders
–    Track contract expiration dates to ensure timely renewals
–    Facilitate the proper handover of contracts to relevant teams.

3.    Support Suppy Chain Manager in FWA management activities

–    Support Supply Chain Manager in assigned Framework Agreements lifecycle (FWA validity, cap limits, duration, performance and quality; extension and/or termination)
–    Lead end to end bidding activities for assigned FWAs
–    Ensure proper documentation and filing for FWAs
–    Maintain updated FWA database
–    Support Supply Chain Manager in tracking and reporting on Benefits Achievement Forms (BAF): including cost saving calculation, BAF report preparation, identification on additional saving opportunities.

II.    Process and Continuous Improvement
•    Support standardization initiatives:
–    Develop and maintain standard required specs for common procurement categories
–    Create standardized evaluation criteria for frequently purchased goods/services
–    Implement best practices in procurement processes
–    Document standard operating procedures

•    Identify and implement improvements:
–    Analyze current processes for efficiency gaps
–    Propose and implement process enhancements
–    Monitor effectiveness of implemented changes
–    Share best practices across teams
–    Train team members/project staffs on new procedures
–    Track and report on improvement initiatives

III.    Execute and support supplier relationship management activities:

•    Establish and maintain strong relationships with strategic and key suppliers
•    Conduct regular supplier performance reviews and business reviews
•    Monitor supplier KPIs and development plans
•    Implement supplier improvement initiatives

IV.    Act as Supply Chain business partner for assigned projects:
•    Provide strategic advice on sourcing and procurement activities
•    Guide stakeholders through procurement processes
•    Recommend solutions to optimize supply chain efficiency
•    Support project teams in procurement planning and execution
•    Identify and mitigate potential supply chain risks
•    Advise on best practices and process improvements
•    Facilitate communication between project teams and supply chain functions
•    Support budget holders in procurement-related decision making
•    Provide regular updates on procurement status and market conditions

V.    Warehouse, Inventory and Asset Management for assigned projects
•    Maintain effective warehouse management (item master data request, in, out, storage, reporting and related matters: rental, insurance, etc) and TIM system operations
•    Conduct regular stock checks and reconciliation between TIM and Agresso
•    Manage proper inventory coding and stock management
•    Monitor expiry dates and stock turnover
•    Ensure proper storage facilities management
•    Coordinate distribution activities to project sites
•    Maintain the Asset Register and participate in Asset count bi-annually.

VI.    System Management
•    Maintain ProSave system operations for procurement activities
•    Support supplier registration in Ariba Network and validate, update supplier information
•    Provide system support to assigned projects & suppliers
•    Conduct supplier training on system usage
•    Monitor and report system issues

VII.     Reporting and Analysis
•    Run, analyze procurement and inventory reports for assigned projects/SOF
•    Self monitor and report on assigned management indicators on a regular basis (weekly/monthly) – including but not limited to SLA, leadtime, workload, … –  ensuring assigned tasks are processed and done in a timely & quality manner
•    Coordinate payment forecasts and schedules with Projects/Finance
•    Analyze procurement data and trends
VIII.    Compliance and Capacity Building
•    Ensure compliance with SCI policies and donor requirements
•    Support training of CO staff and partners on procurement procedures
•    Contribute to team capacity development
•    Provide technical support to partners and project staffs