Procurement Officer

The Opportunity - Procurement Officer

The position will be responsible to implement all procurement activities for assigned projects and ensure that goods are purchased to meet identified project needs in quality and time; warehouse management including TIM.

She or he will support Procurement Coordinator in development of relevant reports and other procurement duties to ensure compliance and effective implementation of the SCI policies as well as smooth operation of Save the Children programme in Vietnam.

In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

KEY AREAS OF ACCOUNTABILITY:

1.       Conduct procurement activities and support Procurement Plan development

• Review projects procurement plans; closely work with projects teams to finalise and update them;
• Working with the Procurement Coordinator in developing consolidated a Procurement Plan;
• Collect information to understand the market and prepare for a procurement works (annual, quarterly, monthly, weekly).
• Conducts all required procurements in accordance with SC procurement guidelines and donor’s rules and regulations and to meet the programs’ demand for quality and timeline;
• Monitor quality of goods and services provided by suppliers and working with them to ensure highest qualities.
• Creates and maintains a filing system for related procurement activities and ensure the accuracy of computerized database and administrative filling;
• Support projects team in preparing Procurement Plan for new project proposals;
• Work with projects team to ensure all works related procurement done before project closure.
• Support the effective emergency procurements for projects if required.

2.       Ensure smooth operation of online procurement system (ProSave)

• Maintain the smooth operation of ProSave and ensure the proper process of every purchase requests from assigned projects in ProSave system;
• Expand supplier data and ensure supplier registration in Ariba Network;
• Validate new suppliers’ information and upload to ProSave system and support suppliers to solve all data-related problems;
• Support assigned projects with ProSave problems;
• Implement supplier training sessions to engage the suppliers in the Ariba Network.
• Timely raise issues and concern to the Procurement Coordinator and Supply Chain Manager.

3.       Ensure the proper management of warehouse and TIM system

• Maintains an effective warehouse management system and TIM with proper inventory codes and conduct physical stock check when required;
• Ensure all stock items in warehouse are properly manage according to SCI procedures including regular reconciliation between TIM and Agresso.

4.       Staff and partner capacity building

• Contribute to capacity development for the Supply Chain team members (internal training for SC team members, mentoring/on-job training for new members, buddy, etc)
• Provide technical support and help building capacity of the relevant staff and partners through training, coaching, regular visits and remote support;
• Support partners’ procurement activities in working closely with project staff and finance teams.
• Conduct training and induction on SCI policies for all staff and budget holders on Procurement Manuals and related guidance;
• Improve budget holder’s capacity on procurement budgeting and planning according to SCI guidance;

5.       Provide back up to other team members

• Provide back up to other staff in the team when required.
• Back up sourcing team to take lead in bidding process for goods and services, prepare minutes and provide guidance for the Procurement Committee as needed. Ensure bidding procedures are fully compliant with SCI’s policies and procedures and goods and services are purchased to meet identified project needs in quality and time and maximize cost efficiency.
• Be responsible for managing the sourcing module for the assigned sourcing activities ProSave System.

6.       Other tasks

• Facilitate data processing and data analysis in ProSave as well as preparing KPI reports.
• To be flexible and available for missions to the field for special support or supervision on given procurement issues;

Working contacts

Internal: All staff in Hanoi and field offices

External: Visitors, consultants and suppliers of services

BEHAVIOURS (Values in Practice)

Accountability:

• Holds self-accountable for managing resources efficiently, achieving and role modelling SC values
• Holds staff and partners accountable to deliver on their responsibilities with strong support for using their knowledge and creativity to deliver according to communities/beneficiaries’ needs, and also providing the necessary guidance/help improve performance, including appropriate consequences when results are not achieved

Ambition:

• Set ambitious goals for self; be creative and proactive for professional development;
• Widely share a personal vision for SC Vietnam programs in line with SCI vision; engage and motivate others;
• Be future orientated and think strategically

Collaboration:

• Build and maintain effective relationships with team, colleagues and external partners and supporters
• Values diversity, sees it as a source of competitive strength
• Approachable, good listener, easy to talk to.

Creativity:

• Develop new and innovative ideas, especially solutions to problems/challenges
• Be willing to take disciplined risks for children’s, youth’s and women’s wellbeing

Integrity:

• Be honest and encourage openness and transparency in all professional matters

QUALIFICATIONS

• Bachelor’s degree in economics or graduated degree in related field

EXPERIENCE AND SKILLS:

• Good time-management skills, excellent interpersonal, communication and teamwork skills.
• Critical thinker, good problem solving, solid judgement with ability to make good decisions.
• Good English written and verbal skills.
• Computer literacy.
• Good problem solving, negotiating and presentation skills.
• Ability to establish priorities and plan, organize, and coordinate a variety of work activities.
• Familiar with online Procurement system (such as Ariba) is preferable.
• Understanding of market dynamics and sound business judgement.
• Comfortable with figures and in collecting, analysing and interpreting data.
• Sense of ownership and pride in his/her performance and its impact on the organization’s success.
• Has strong sense for compliance.
• Excellent prioritization skill and ability to organize and coordinate a variety of work activities.
• Ability to maintain accurate records and documents and to prepare written reports, conclusions, and recommendations.
• Proven commitment to children’s rights and equality of opportunity.

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

Safeguarding

We need to keep children, communities and SC staffs safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

Health and Safety

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

The Organisation

We 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 realize children’s rights and 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 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.

Application Information

Please apply using a cover letter and up-to-date CV as a single document and use format. Please also include details of your current remuneration and salary expectations. A copy of the full role profile can be found at:

Job Description - Hanoi - Procurement Officer - National Only (230002RN) (taleo.net)

Location: 70-72 Ba Trieu, Hoan Kiem, Hanoi.

Closing Date:  14 July 2023

If you have any issues with applying via our system, please send an email explaining your troubles to [email protected]

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 by our global anti-harassment policy.