Ukraine Job Openings
Save the Children
Procurement Coordinator (Buying)
FULL TIME
October 2, 2024
KEY AREAS OF ACCOUNTABILITY:
Buying:
Reporting:
SKILLS AND BEHAVIOURS (SCI Values in Practice):
Accountability:
Ambition:
Collaboration:
Creativity:
Integrity:
QUALIFICATION:
EXPERIENCE AND SKILLS
Essential
Desirable
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 as warehousing and support of other offices with procurement activities, etc within reasonableness of their level of skills and experience.
Equal Opportunities
The post 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.
Health and Safety
The post holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.
Buying:
- Oversee operational procurement activities, including receiving, validating, and processing purchase requisitions to meet business and program requirements.
- Ensure the timely and efficient processing of purchase orders, contracts, invoice processing and procurement documents in line with organizational policies.
- Manage the single and simple quotation processes, ensuring transparency and compliance with procurement procedures.
- In case of need, assist with the sourcing processes, including open tenders and formal quotations and establishing of framework agreements, sourcing pipelines but not more than 20% of working time.
- Coordinate the timely issuance of purchase orders and follow up with suppliers to ensure delivery schedules are met.
- Monitor and track purchase orders from issuance to completion, ensuring that all required documentation is in place and deliveries are on time.
- Liaise with internal departments and field offices to ensure that procurement activities align with project requirements and timelines. Guide office staff on raising Purchase Requests (PRs) and provide price estimations of goods requested.
- Handle any operational challenges related to procurement, including delivery issues and payment delays, and escalate unresolved matters as necessary.
- Ensure that all international procurement processes, including import and duty-free permits, are completed on time and in line with governmental regulations.
- Maintain and update procurement tools and templates, including procurement trackers, databases, and vendor records.
- Support requisitioners and approvers in the use of procurement systems, including Pro Save, and ensure supplier and catalogue setup is accurate and up to date
- Monitor vendor performance, ensuring compliance with procurement agreements and organizational safeguarding policies.
- Coordinate procurement activities with field offices to enhance procurement capabilities and ensure timely delivery of goods and services.
-
Participate in emergency procurement activities as part of the organization’s dual mandate.
Reporting:
- Ensure monthly reporting systems are implemented across the field offices in line with SCI Supply Chain Procedures for Procurement, and Assets.
- Be responsible for submitting timely reports on all aspects of procurement and KPI management.
- Management of all Gift In Kind (Gi K) in coordination with Award Management & Programme
-
Support audit review for both internal and external audits.
SKILLS AND BEHAVIOURS (SCI 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.
-
Creates a managerial environment to lead, enable and maintain our culture of child safeguarding.
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
-
Future orientated, thinks strategically and on a global scale
Collaboration:
- Approachable, good listener, easy to talk to; builds and maintains effective relationships with colleagues, Members and external partners and supporters
- Works collaboratively to achieve shared goals and thrives on diversity of people and perspectives; knows when to lead and when to follow and how to ensure effective cross-boundary working.
- Communicates clearly and confidently with others to engage and influence; promotes dialogue and ensures timely and appropriate messages, building confidence and trust.
-
Invests time and energy to actively develop self and others to help realise their full potential, and to build the organisation’s capability for the future.
Creativity:
- Applies the required technical and professional expertise to the highest standards; promotes and shares best practice within and outside the organization.
- Develops and implements innovative solutions to adapt and succeed in ever-changing and uncertain global and working environments.
-
Takes effective, considered and timely decisions by gathering and evaluating relevant information from within or outside the organization.
Integrity:
- Honest, encourages openness and transparency, builds trust and confidence.
- Displays consistent excellent judgement.
- University Degree in a related field.
-
Diplomacy, tact and negotiating skills.
EXPERIENCE AND SKILLS
Essential
- 2 years’ experience in Logistics/Sourcing/Buying Management;
- Team-working skills.
- Flexibility under pressure and in response to changing needs.
- Attention to detail and excellent numeracy.
- Good experience in Procurement.
- Good written and spoken English and Ukrainian as required.
- Ability to keep clear and concise records.
- Commitment to SCI child safeguarding policies, equal opportunity and gender policies.
- Commitment to humanitarian principles and with the aims and objectives of SCI Ukraine
Desirable
- Previous work experience, ideally with non-governmental organizations would be an advantage.
- Logistics training or qualification an added advantage.
-
Experience of supervision of staff and good team work (integration).
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 as warehousing and support of other offices with procurement activities, etc within reasonableness of their level of skills and experience.
Equal Opportunities
The post 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.
Health and Safety
The post holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.
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