Operations – Supply Chain Department

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.

 Line Manager: Supply Chain Senior Officer

•        Staff directly reporting to this post: NA

•        Travel: possible travel to governorates around 25%.

·        Ensure all procurement activities including those related to medical supplies, pharmaceuticals, and medical equipment are carried out in line with Save the Children’s standard procurement procedures and relevant donor and health-sector regulations, maintaining accurate records and complete audit trails.

·        Prepare RFQs and tender documentation with precise and comprehensive specifications, particularly for medical commodities and equipment, ensuring fair, transparent, and accountable competition among suppliers.

·        Review newly submitted Purchase Requests (PRs) to verify accuracy and completeness, with particular focus on medical technical specifications, shelf-life requirements, cold-chain needs, and quality standards. Assess feasibility of requested delivery dates considering market conditions and supplier lead times. Provide feedback and guidance to requesters on proper PR preparation.

·        Communicate proactively with requesters, especially program, health regarding any challenges or delays related to the procurement of medical supplies and equipment, ensuring timely awareness of risks and expected timelines.

·        Monitor all procurement deadlines, including RFQ/tender closing dates, and coordinate Competitive Bid Analysis (CBA) and procurement committee meetings. Ensure timely notification is shared with all committee members, including those overseeing medical program compliance and quality assurance.

·        Prepare accurate and well-documented CBAs and meeting minutes, clearly outlining the analysis of quotations, evaluation of product quality, compliance with medical standards, justification for supplier selection, and all required approvals.

·        Track delivery deadlines stipulated in Contracts/POs and send reminders to suppliers as needed, ensuring timely and cost-effective delivery, with special attention to cold-chain integrity, equipment testing/inspection, and documentation for medical items.

·        Follow up payment processes and maintain clear communication with suppliers including pre-qualified medical suppliers and distributors regarding payment status and expected timelines.

·        Ensure that all required authorizations and approvals are obtained for every procurement document, including those related to regulated medical goods, in accordance with Save the Children’s delegation of authority and compliance requirements.

·        Maintain proper filing and storage of all procurement documents in the relevant database, ensuring accuracy, completeness, and timely updates, including product certificates, warranties, quality assurance documents, and importation/delivery paperwork for medical items.

·        Contribute to the development and maintenance of price lists, supplier databases, and pre-qualified vendor lists with a specific focus on medical suppliers and regional market knowledge. Support ongoing market assessments, especially for pharmaceuticals, medical consumables, and equipment.

·        Provide coverage for colleagues during their absence to ensure continuity of procurement operations, including those related to critical medical procurement processes.

·        Undertake any additional duties assigned by the line manager in support of the overall supply chain and procurement function.

·        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.

·        Ensure Embed counter-fraud and ethical controls in all operational processes, ensuring compliance with donor and legal requirements, while collaborating with Finance and Counter-Fraud teams to mitigate risks and conduct assessments for high-value programs.

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

·        Bachelor’s degree in relevant business field is required

·        3-5 years of work experience in the field of Procurements and Logistics is required.

·        Experience in procurement of medical supplies and equipment is highly recommended

·        High computer skills on MS office programs, especially MS Excel.

·        Highly developed interpersonal and communication skills include influencing, negotiation and coaching.

·        Highly developed facilitation and capacity building skills.

·        Good communication and writing skills in English language is required.

·        Familiar with emergency responses.

·        Commitment to Save the Children’s values.

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.

The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.

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.

The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.