Procurement and Administration Team Leader

External representation and communications :Level 4

-Interpersonal contact is regular and varied, and involving negotiation, influencing skills, and representation of SC Jordan externally particularly at District / Provincial level and donor / press visits.

-Moderate to high impact on the reputation and performance of the organization

CHILD SAFEGUARDING: Level (3) – the responsibilities of the post may require the post holder to have regular contact with or access to children or young people.

ROLE PURPOSE:

The Procurement & Administration Team Leader will be responsible and accountable for the efficient and effective delivery of all procurement and administration activities, (including logistics, facilities and fleet management, security, health and safety), in accordance with Save the Children Jordan (SC Jordan) related policies and procedures, as well as donor requirements.

The position holder will serve as the procurement/administration specialist and will be responsible to collaborate with colleagues to support preparedness planning across SC Jordan programs, identify needs, process bottlenecks, and to develop unique solutions to enable more timely, efficient, and accountable operations. The candidate will be expected to have a genuine ‘can do’ attitude and to support their team in day to day tasks when needed. The position holder will be required to improve value adding through best practice, cost savings, cost avoidance and spend control.

SCOPE OF ROLE:

Reports to: Operations Director

Staff directly reporting to this post: 5-7 team members

KEY AREAS OF ACCOUNTABILITY:

Procurement:

• Support various teams to prepare annual procurement plans, consolidate procurement plans received from various teams (programs, program support and Field offices) and monitor its execution for effective program implementation.
• Locate and identify potential vendors and suppliers (pre-qualification) both domestically and internationally to ensure goods and services are sourced in a transparent manner, considering value for money and in compliance with SC Jordan and donor and government regulations.
• Review and assist in the development of specifications, terms of references and statements of works.
• Prepare procurement execution plans and oversee/manage the day-to-day operations of the procurement process (purchasing, expediting, logistics, receipt and inspections, and quality assurance).
• Ensure that all required internal controls are in place, followed and continuously identify ways of strengthening systems to minimize fraud related risk.
• Provide contract administration services and ensure contracts are kept up to date and in line with SC Jordan’s policies and guidelines.
• Ensure records are maintained and procurements are professionally documented from start to completion, have complete and accurate support documentation and are appropriately filed and maintained.
• Lead the periodic evaluation/assessment of vendors and suppliers for effective delivery as well as conduct regular market surveys so that SC Jordan has effective/optimal mix of vendors and up to date supplier database.
• Establish and maintain good professional working relationship with suppliers, service providers and contractors whilst strictly adhering to SC Jordan anti-corruption guidelines and Code of Conduct.

Administration and Facilities Management

• Oversee mamagement of filing and record keeping system and porcesses.
• Regualry review, update and supervise the implementation of SC Jordan retention policies and procdures, and develop filing and classification systems to facilitate access and retrieval of archived files/records.
• Follow up on the lease agreement for all SC Jordan premises and at field level.
• Work on issuing any needed licences and follow up with govermental and offical parties as needed.

Security, Health and Safety:

• Ensure that security, communication, transport and other systems and equipments are functioning properly and well maintained at all times.
• Enforce and improve Environmental, Health and Safety (EHS) compliance and maintin high security standards at all SC Jordan premises and at field level/on site to ensure secure and safe working environment.
• Support the delivery of SOP’s and maintenance of appropriate documentation and assist with auditing of all security practices and processes.
• Ensure that there is a robust and effective key control process in place.
• Assist and be a point of contact for Incident Management, ensuring that incidents are correctly managed and escalated as per SC Jordan specifications.

Fleet Management

• Ensure management of the vehicle fleet is in line with appropriate standards; maintain effective geolocation system and safe use of vehicles.
• Ensure that fleet carry out the Daily/Weekly vehicle checks.
• Propose, discuss, agree and implement new methods and approaches to improve the cost effectiveness and value for money SC Jordan receives from its fleet activities.

Warehouse/Archive Management:

• Control, develop and maintain effective warehouse management systems for an accountable and transparent receipt of goods/materials from our suppliers and routing to our warehouse and offices to end point users. This includes monitoring and reporting for all warehousing activities and overseeing cycle and fixed assets counts and reconciliation activities.
• Ensure a centralized program asset register is maintained, that all program assets are logged, issued with unique asset numbers and ID cards, and are tracked throughout the Program.
• Ensure security arrangements are in place and oversee warehouse security through review of physical security measures and continuous monitoring, and recommends modification to the program as required.
• Ensure maintaining a clean and organized warehouse/archiving environment as well as any point-of-use inventory storage areas and ensure that warehouses/archive are maintained in line with program/response requirements.

SKILLS AND BEHAVIOURS (Our Values in Practice)

Accountability:

• Takes responsibility for efficient resource management, and holds team and partners accountable for delivery of their responsibilities by delegating effectively, affording staff professional autonomy, providing the necessary development to improve performance, and applying appropriate consequences when results are not achieved;
• Creates a managerial environment across the Country Programme to lead, enable and maintain our culture of child safeguarding, achieving results together with children and role modelling Save the Children values.

Ambition:

• Sets ambitious and challenging goals for self and team, takes responsibility for own personal development, and encourages team to do the same;
• Engages and motivates others by widely sharing their personal vision for Save the Children;
• Future orientated, strategic and global thinker.

Collaboration:

• Builds and maintains effective relationships with team, colleagues, members, donors and
• partners;
• Values diversity as a source of competitive strength;
• Approachable, diplomatic, and supportive, with well-developed listening skills.

Creativity:

• Develops and encourages new and innovative solutions both on a personal level and by building and leading teams willing to take disciplined risks.

Integrity:

• Honesty, openness, and transparency;

A strong commitment to Save the Children’s vision of a world in which every child attains the right to survival, protection, development, and participation.

QUALIFICATIONS AND EXPERIENCE

Essential

• Minimum of 7 years of relevant experience in Procurement and Administration, three years of which should be in an international organization/NGO in a similar role.
• Extensive knowledge and understanding of best practices in procurement procedures, project administration and follow-up, contract administration, warehousing and stock management, fleet management, asset management, and security, Health and Safety.
• Bachelor’s degree or higher in procurement, economics, law, public administration, or a related domain or internationally-recognized procurement qualification or diploma (CIPS qualification or equivalent is preferred)
• Advanced proficiency in Microsoft Office – Outlook, Excel, Word, Project, and PowerPoint
• Knowledge of local markets, as well as International procurement regulations.
• Excellent analytical, negotiation and communication skills.
• Demonstrated integrity and of positive attitude.
• Ability to take initiative where appropriate to deal with difficulties encountered in daily work
• Ability to adapt or change priorities according to the changing demands of the job.
• Strong communication (written and spoken), and interpersonal skills in English and Arabic

• Desirable
• Technical experience/training in specific areas of Supply Chain eg fleet mechanics, IT/communications networks
• Technical experience/knowledge in specific types of humanitarian intervention eg Health, WASH, Food Security
• Formal management training