New Job Vacancy at Save the Children International – Supply Chain & Administration Officer
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| Save the Children International |
Supply Chain & Administration Officer
CHILD SAFEGUARDING:
Level 2:
either the role holder will have access to personal data about children
and/or young people as part of their work; or they will be working in a
‘regulated’ position; therefore, a police check will be required.
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ROLE PURPOSE: The
Administration & Supply Chain Officer is responsible for the
effective application of SC administration and Supply Chain policies and
practises and enforcement of SC administration and Supply Chain
reporting systems and internal control procedures and will provide
support to Lishe Endelevu Programme.
SCOPE OF ROLE:
Save
the Children has been operational in Tanzania since 1986 providing
support to children through developmental and humanitarian relief
programmes delivered in support of Government of Tanzania priorities and
policies both directly and through local partners. Current programming
focuses on child protection, child rights governance, education,
nutrition, Health and emergency response. In 2012, as part of a global
reorganization process, Save the Children combined programmes of SCUK,
SCUS, SC Sweden to create a single operation in Tanzania. We currently
have an operational presence in Dodoma, Singida, Shinyanga, Zanzibar,
Songwe and Kigoma as well as Dar es Salaam and we work through partners
in other parts of the country. We employ more than 100 staff and have an
annual operating budget of approximately $12 million.
Reports to: Project Area Manager and dotted line to Supply Chain Manager.
Number of direct reports: Drivers and Office Attendant
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KEY AREAS OF ACCOUNTABILITY:
Supply Chain and Administration:
- Work at the front desk of Save the Children Office in Iringa, Morogoro or Rukwa.
- Provide
administration support and supply chain function (accommodation,
conference, travel booking etc) to programme management team and the
overall field office staff. - Ensure good relationship between
the Organization and the public in person, over the phone, and through
e-mails when interacting with or visiting the Office. Keep the reception
area tidy and welcoming during office hours and ensure the Office
Access Procedures are followed at all times. - Supervise the Drivers and Office Attendant. Conduct one to one and Performance Management Review.
- Ensure that the programme is provided with adequate logistical support on procurement of goods and services.
- Ensure the fleet and other equipment are in good and sound condition including documents updates.
- Prepare
relevant paperwork to process payments with respect to taxis services
provided by companies and or individuals following approval processes. - Maintain the fleet book/tracking system and ensure that these are updated timely and as and when necessary.
- Proactively inform users when plans change /delays are anticipated and follow up all pending issues
- Ensure that Save the Children’s vehicles are safe and roadworthy at all times.
- Ensure
that services/repair for all the projects vehicles are planned and
conducted on a timely basis (to minimize disruption) by the approved
Garage(s). Maintain a tracking schedule to facilitate the monitoring and
planning of servicing and repairs - Supervise
quotation/estimated costs received from garage and make recommendations
to the Field Manager for approval before service /repair is done.
Property and Equipment Management
- Oversee
the use and maintenance of the office equipment including the
photocopier, fax, binding machine to ensure that they are in working
order and arrange for their repair and maintenance as needed. - Oversee proper running of utilities for the building such as electricity water and proper function of telephone lines.
- Oversee and manage the cleaning of the building and the surrounding.
- Manage safety and security of the building and assets.
- Ensure the Office storerooms are organized and clean.
Fleet Management:
- Responsible
for engaging with the garage to ensure the repairs are done
economically and the paper trail in support of the repairs complies with
Save the Children Procedures. - Supervise the drivers in monitoring the cleanliness of the interior and exterior of the vehicles.
- Ensure that all vehicles contain the necessary items and equipment as per the guidelines. (e.g., First Aid Kit, Maps)
- Prepare monthly performance reports for vehicles and submit to the Area Program Manager and the Supply Chain Manager in Dar
- Oversee and issue fuel coupons to drivers in compliance with procedures
- Review and sign off on a transport log sheet on completion of the sheet.
- Supervise
the preparation of monthly analysis of fuel consumption against KMs’
and prepare supporting documentation for the payment to supplier and
investigate any discrepancies. - Prepare personal usage schedules for refund by the relevant staff and follow up to ensure payment is made.
- Prepare the monthly analysis of fuel consumption and submit it to the Area Program Manager and the Supply Chain Manager in Dar.
BEHAVIOURS (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;
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; - widely shares their personal vision for Save the Children, engages and motivates others
- future orientated, thinks strategically and on a global scale;
Collaboration:
- builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters;
- values diversity, sees it as a source of competitive strength;
- approachable, good listener, easy to talk to;
Creativity:
- develops and encourages new and innovative solutions;
- willing to take disciplined risks;
Integrity:
- honest, encourages openness and transparency; demonstrates highest levels of integrity;
NEW TANZANIAN JOBS, INTERNSHIPS AND VOLUNTEERING OPPORTUNITIES 2020 (1,253 POSTS)
QUALIFICATIONS AND EXPERIENCE
Essential
- Bachelor Degree in Business Administration/ Public Administration or Supply Chain and Procurement Management.
- At
least 4 years experiences in the INGO or NGO sector within Tanzania in
office Administration and good understanding of office management, Asset
management and Logistical Coordination for large fleet of vehicles. - Excellent knowledge of procurement guidelines of donor agencies such as USAID, and other donors.
- Experience in supporting and training other staff is an added advantage.
- Demonstrated good skills and experience in managing office administration and Supply Chain systems.
- Knowledge and experience of computer applications (MS Word, excel, etc.)
- Good personal organisational skills including time management and ability to meet deadlines.
- Good communication and interpersonal skills.
- Ability to work as part of the team and to fit in well within multicultural organisation.
- Attention to detail and accuracy essential.
- Ability to work under pressure.
- Commitment to and understanding of Save the Children’s values, principals and Child Safeguarding policy.
- Fluent in English and Kiswahili (both orally and written).
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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;
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.
Date advertised: 21 Dec 2020
Closing date: 6 Jan 2021 – 23:59 EAT
Location: Iringa, Tanzania, United Republic of
Department: Supply Chain
Type: Fixed-term contract
Schedule: Full-time
The post New Job Vacancy at Save the Children International – Supply Chain & Administration Officer appeared first on Ajira - Nafasi za kazi Tanzania 2019.
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