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Supply Chain Officer

SCI employ approximately 25,000 people across the globe and work on the ground in over 100 countries to help children affected by crises, or those that need better healthcare, education and child protection. We also campaign and advocate at the highest levels to realise the right of children and to ensure their voices are heard.

We are working towards three breakthroughs in how the world treats children by 2030:

  • No child dies from preventable causes before their 5th birthday
  • All children learn from a quality basic education and that,
  • Violence against children is no longer tolerated

We know that great people make a great organization, and that our employees play a crucial role in helping us achieve our ambitions for children. We value our people and offer a meaningful and rewarding career, along with a collaborative and inclusive workplace where ambition, creativity, and integrity are highly valued.

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: 

This role will be responsible to provide effective Supply Chain support to Istanbul Hub event management processes. The role holder will ensure the performance of the procurement, asset and fleet functions are managed efficiently and transparently in order to support the programme activities for Türkiye Country Program The role will be responsible for ensuring full compliance of the policies and procedures of these core responsibilities and implementing best practices aligned with the organizational culture.

SCOPE OF ROLE: 
Reports to: Supply Chain Coordinator

Staff directly reporting to this post: None.

KEY AREAS OF ACCOUNTABILITY: 

  • Follow Save the Children standard procurement practices and keep records to fulfil audit trail standards.
  • To ensure RFIs and RFQs are prepared with accurate information that can lead to accountable and fair competition among suppliers.
  • Review newly submitted Purchase Requests (PRs) to ensure the information provided is correct and the expected date of delivery is achievable considering all workloads. Provide feedback to requesters on how to prepare PRs in the correct ways or if some revisions in the PR are required.
  • Communicate with requesters in case there are challenges in the execution of their PRs to ensure potential delays are communicated in advance and that the requesters are aware of the risks.
  • Keep track of all deadlines or closing dates of quotation submissions and facilitate Competitive Bid Analysis (CBA) and/or procurement committee meetings with prior notification delivered to committee members.
  • Ensure CBAs and meeting minutes are written accurately and contain important information on how analysis of quotations is carried out and what reasons for selection of supplier and ensure the documents are approved.
  • Keep track of the deadline of delivery stipulated in each Contract/PO and that necessary reminder sent out to suppliers if the deadline is approaching and execute the purchase and delivery of appropriate supplies in a timely and cost-effective manner.
  • Keep track of the payment process and communicate as necessary with suppliers regarding payment progress.
  • Ensure necessary authorization/approvals are always obtained on all documents
  • Ensure all documents are stored in the database accurately and in a timely manner
  • Update procurement tracker on daily basis.
  • Participate in the development of price list, supplier database, prequalified vendor list, and market survey activities.
  • Take cover tasks from other colleagues in the department in his or her absence
  • Taking additional responsibilities or other tasks as assigned by the line manager

Hotel and Travel Arrangements

  • Act as a focal point for the Istanbul Hub-related travel, venue hire and procurement arrangements on behalf of the Supply Chain Department.
  • Maintain effective communication with relevant internal and external stakeholders and conduct meetings to ensure that all travel arrangements have been completed accordingly.
  • Participate in meetings as the focal point of Save the Children Türkiye Country Office and ensure that the meeting procedures are followed accordingly.
  • Participating in wellbeing activities, dinners or lunches of the meeting when requested and ensure that the communication has been conducted successfully between the service provider and participants.
  • Keeping the track of all regional meetings and following up on every modification with the meeting focal points accordingly.
  • Performing all sorts of procurement and ensuring that goods and services were delivered successfully.
  • Liaising and coordinating with the Admin and HR Department for Istanbul Hub Related arrangements.

Fleet

  • Keep track of the log sheets on a daily basis
  • Check the vehicle condition and maintenance on a daily basis to make sure it is compliant with safety and security guidelines
  • Monitor and follow up on the insurance documents of the vehicles on a monthly basis.
  • To make sure drivers receive the updated driver’s manual and are aware of the guidelines. Provide refresher training to drivers when needed.

Assets

  • Responsible to manage the disposition of the Assets in the office
  • To make sure all relevant procedures are pursued when handing over assets to staff and to make sure all other assets in the office are stored well and properly in a safe place
  • Receiving newly purchased assets and registering them to the asset register
  • Updating the asset register on a regular basis
  • To receive approvals from relevant departments to dispose or donate assets when needed
  • To prepare and file asset disposal and donation certificates
  • Make sure staff have filled in lost/stolen/broken asset forms when needed
  • Guiding staff on lost/broken/stolen assets which were in their possession. Contacting suppliers and having assets repaired/exchanged when needed.

QUALIFICATIONS, EXPERIENCE AND ATTRIBUTES

Essential

  • University degree in a relevant field of study or equivalent experience.
  • Minimum two years of experience in supply chain and procurement.
  • Fluency in Turkish and English – written and verbal.
  • Strong organization and negotiation skills and good attention to details.
  • Ability to analyze and interpret competitive bids and quotes, technical procedures, governmental documents and regulations.
  • Ability to write reports and business correspondence.
  • Good communication and influencing skills. Ability to effectively communicate with multi-level personnel as well as vendors and their representatives.
  • Ability to work in and contribute to team building environment.
  • Computer literacy including the use of Microsoft Word and Excel.
  • Strong interpersonal and communication skills.
  • Ability to work with limited supervision and strong ability to take initiative.
  • Able to work in tight deadlines and under pressure.
  • Excellent team player.
  • Understanding and commitment to Save the Children aims, values and principles.

Desirable

  • Experience in I/NGO sector.
  • Experience in travel arrangements is a plus.
  • Arabic is a plus.

Save the Children Türkiye Country Office strongly encourages women participants to apply for this position.
Position holder will be based in Istanbul, therefore legal right to work in Türkiye is necessary at the time of application.

  • Benefits Package provided to National Staff:
  • Salary commensurate with the pay-grade of the position.
  • Allowance as per relevant internal memorandum
  • 20 days of annual leave
  • Life and critical diseases insurance

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 within reasonableness of their level of skills and experience.
Equal Opportunities

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

Save the Children is committed to create a truly inclusive, effective and representative organisational culture, encouraging equity and diversity among its employees and eliminating discrimination. Having a diverse profile of employees, different age groups, backgrounds, cultures, gender identities and expressions, sexual orientation etc., including a range of different experiences and capabilities helps us understand, represent and serve children better.  Therefore all qualified applicants will receive equal consideration for employment without regard to race, religion, gender, gender identity or expression, sexual orientation, disability, or age.
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.
Safeguarding our Staff:

The post holder is required to carry out the duties in accordance with the SCI anti-harassment policy
Health and Safety

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

Application Information:

Please attach a copy of your CV and cover letter with your application, and include details of your current remuneration and salary expectations.

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.

All employees are expected to carry out their duties in accordance with our global anti-harassment policy.

Save the Children does not charge a fee at any stage of the recruitment process. 

Tagged as: supply chain/logistics

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