Deputy Director, Logistics(Procurement) Save the Children Juba, South Sudan

Save the Children in South Sudan

Job description

Title	Deputy Director, Logistics(Procurement)
Location	Juba, South Sudan with travel to field locations
Length of Assignment	5 months
Reporting to	Director of Logistics
Line Management Responsibility	Logistics Managers
Budget Responsibility	None
Grade and salary	3.1
Child Protection Level	3

Background:

South Sudan is currently undergoing many changes. After 40 years of war, the challenges are great, since war, natural disasters and widespread poverty have left the children of south Sudan amongst the most impoverished in the world. Conditions for staff working in south Sudan can also be demanding and candidates should possess high levels of patience, determination and flexibility. However, for those individuals able and willing to meet such challenges, working for Save the Children in south Sudan offers a unique opportunity to make a profound and lasting difference to children’s lives at a pivotal moment in the region’s history.

The unified country programme (unified on 1^st November 2009) works in nine of the ten states of South Sudan implementing programmes across 5 thematic areas:

· Education – we help children get a better education by increasing access to early childhood development and primary schools, training teachers and supplying teaching and learning materials. In 2009 we reached 91,970 children and supported 154 primary schools.

· Health and Nutrition – we help save children’s lives through the provision of lifesaving community and facility-based health care. In 2009 we supported, with the help of 10 local partners, 63 primary health care facilities and reached 997,677 men, women and children directly.

· Hunger reduction – we maximize children’s potential through nutrition programming, including helping families earn more so they can afford a more nutritious diet as well as providing clean water and sanitation. In 2010 we are also responding to a declining food security situation and will be operating 15 OTP sites by the end of the year.

· Protection – we protect children by reuniting separated and demobilised children with their families, and setting up community-based child protection networks, we also work with government ministries to support the implementation of the Child Act.

Assignment Purpose: The Deputy Director of Logistics – Procurement, will be responsible for supporting improvements in the area of procurement within Juba and field locations. He will provide technical support and planning to initiatives to increase logistical capacity in South Sudan. The Deputy Director - Procurement work in close collaboration with the Operations Manager, Sub-Office Coordinators and the programme support staff to achieve the operational goals of the country programme.

Leadership and management

· To lead, manage, coach and motivate the logistics teams, ensuring they have clear objectives and receive meaningful feedback on their performance

· To build the capacity and train the logistics staff in all necessary systems including procurement, communications, transport, and security.

· To provide leadership and strategic direction to the operation team, ensuring the effective delivery of Save the Children programme activities and the successful linking/collaboration of operational activities with all other aspects of SC programming.

· Lead on the development of new and more effective systems to improve programme implementation

· Line management of the supply chain management team.

Key Responsibilities

· To train and build capacities of procurement staff in conducting of procurement transactions – ensuring cost effective and efficient and prompt delivery of programme support.

· Develop a data base of pre-qualified suppliers for key provisions and services consumed by the South Sudan programme.

· Support procurement processes and channels for field destined supplies for all field bases.

Supply chain specific duties.

· Manage all procurement for the organization, including purchase orders, contracts for services and goods, and travel. Specifically, manage the entire procurement lifecycle, including: (1) working with internal “clients” to identify needs, (2) determining the best procurement approaches, (3) drafting scopes of work/specifications, (4) working with internal “clients” to ensure goods and services are provided in accordance with the terms of the contract, (7) monitoring payment processes, and (8) managing close-out processes

· Ensure weekly procurement trackers are produced accurately and Re-registration of potential suppliers and present to Procurement Tender Committee for qualification using credible and professional criteria of pre-qualification such as technical capacity, reputation, delivery terms, perceived competence, and quality of services/goods.

· Establish procurement control mechanism that addresses concerns of field stations and maintains paper trail.

· Review purchase requests, quotations, bid analyses, purchase orders and other included documentation for thoroughness of work following Save the Children procedures and guidelines before submission to the Finance/Grant, Procurement Tender Committee.

· Support and ensure Procurement Staff follow cost-effective prioritization and monitoring of daily progression of all requested goods and services including updating procurement tracking sheet on a daily basis.

· Put in place mechanisms for Market analysis and continuous surveys on monthly or quarterly basis to identify new vendors and current costs.

· Develop comprehensive price lists following categories of commodities available in t he market for the benefit of programme concept note and proposal development.

· Ensure international shipments are customs cleared in/out of the country and contracts and other associated documentation are well filed, as required.

· Work with the staff, particularly budget holders and finance, to ensure timely payments to vendors.

· Ensure tax exemptions are processed promptly imported supplies from the region and overseas.

· Ensure and maintain proper filing systems for all procurement completed.

· Plan, budget, manage and be accountable for the procurement performance of his/her functions, and for achieving agreed-upon results;

· Identify, design, and implement innovative new approaches to conducting business;

· Lead, advise, and collaborate with staff;

· Maintain an environment of excellence and a “can do” culture that facilitates SCiSS’s success

· Other duties as directed by the line manager & the organisation.

· Ensure the effective and efficient use of all Save the Children resources in order to keep costs low and ensure safety in the workplace

· Lead, manage and motivate a procurement team, ensuring that they have clear objectives and receive meaningful feedback on their performance.

QUALIFICATIONS & REQUIREMENTS:

· SCiSS is seeking a dynamic individual with a demonstrated ability to achieve results in a demanding and fast paced environment.

· Bachelors’ degree in Business Administration, Procurement, Logistics or equivalent from a recognised University.

· Chartered Institute of Purchasing & Supply (CIPS) or equivalent Experience

· Minimum of 5 years of relevant experience as a procurement or contracting officer, with in-depth experience vis-a-vis the entire procurement lifecycle; three years of which should be with an International NGO.
Technical Skills

· Excellent grasp of NGO/Donor policies and procedures relevant to admin/ Procurement.

· Good Communication and negotiation skills

· Result oriented and keen on detail

· Be able to understand internal and external statutory laws that affect procurement, admin & logistics

· Deep understanding and interpretation of Incoterms as well as their application in the context of overseas procurement in SS.

· Experience working in the logistics or procurement arena, preferably in and/or development programs, with progressive development of the skill-sets outlined above;

· Experience streamlining and automating procurement processes, including refining processes, developing user-friendly manuals and training programs, and assessing, selecting, and deploying suitable procurement software where applicable and necessary. Ensure adequate forecasting for TB, MDR-TB, and Malaria related medicines and other program specific related commodities

· Coordinate with local counterpart the development of the adequate technical specifications

· Adapt – where necessary the monitoring and updating of the procurement plan in coordination with program and supply sections following proposals and concept notes.

· Elaborate procurement procedure for the country office related to all commodities

· Ensure the implementation of Quality control procedures as per grant requirements.

· Excellent oral and written communication skills; Fluency in spoken and written English;

· Familiarity with donor-based requirements, and maintaining of high levels of compliance preferred;

· Demonstrated ability to work effectively in teams and independently.

· Proven ability to lead teams and develop staff to work independently and in teams;

· Solid programmatic, organizational, planning, technical and IT skills (including databases), with a proven ability to work under pressure and solve problems in a fast paced environment;

· Willingness to undertake field travel as required;

· Commitment to SCiSS’s mission, goals, and principles;

Desirable:

• Previous knowledge of Save the Children Systems
• Experience managing logistics within a post conflict setting
• Knowledge of South Sudan

Application Process:

To apply for the position visit our website http://www.savethechildren.org.uk/jobs and apply for position 7409 by 17^th August 2012.