Senior Supply Chain and Support Service Officer

TITLE: Senior Supply Chain and Support Service Officer

TEAM/PROGRAMME: Supply Chain

LOCATION: Mae Sot, Thailand

CONTRACT LENGTH: Open-end contract

ROLE PURPOSE:

Under the overall guidance of the Senior Field Coordinator (SFC) and with technical support from the Supply Chain Manager, the Senior Supply Chain and Support Service Officer will be responsible for efficient procuring and storing of all goods/services, logistical management, and coordinate for day-to-day functions, constant evaluate the context and take into account of the changes and facilitate the smooth operations implemented by the Mae Sot Field Office. S/he will be part of the Supply Chain team in contributing to the country KPI of supply chain and purchasing efficiency as well as managing operational risks, including ensuring safety and securing procedures to reduce staff exposure to threats at the field level. The position holder will manage support service function in Mae Sot field office.

SCOPE OF ROLE:

Reports to: the Senior Field Coordinator with dotted line management by the Supply Chain Manager

Staff reporting to this post: 3 (Support Services Assistant, Office Maid and Driver)

Budget Responsibilities: N/A

Role Dimensions: Work closely with the Senior Field Coordinator, Supply Chain Manager, and Safety and Security Manager in ensuring field operation as well as working across functions with the program team, finance, Administrative and Human Resources department.

KEY AREAS OF ACCOUNTABILITY:

Procurement (70%)

• Accountable for all of the procurement function in the Mae Sot office and responsible for simple to formal procurement thresholds.
• Provide support to the Supply Chain Manager in Open tender threshold and long-term contracts with suppliers.
• Responsible for implementing the policies, and donor’s requirements while also complying with country-specific regulations both SCT and the government’s
• Manage of tracking deliveries of supplies in any direction, and apply mitigation steps to avoid delays, disruptions, damage and loss.
• Lead in producing a quality logistics plan including the identification of necessary resources,
• Ensure that supplies are managed well and that the necessary services in use meet appropriateness, cost-effectiveness and Value for Money (VfM) standards
• Be responsible for submitting timely reports on all aspects of procurement and KPI management
• Contribute a part of support for tracking Supply Chain Cost Efficiency or Benefit Reporting (BAF) related to programs in the area and submit BAFs to a reporting line every quarter
• Being part of compliance checking if the right process and procedure is applied especially specific procurements such as Procurement Procedure for Consultancy Services (PPCS), Construction, Food, and NFI products related to program requests in the area

Asset, Warehousing and Stock Management (10%)

• Ensure valid documentation of all processes are follow by SCT standard policy and protocol
• Oversee record of all Assets and General Programming Equipment (GPE) on the correct Register databases in Mae Sot Field office
• Maintain and update Mae Sot record, coordinating with Thailand country office
• Ensure effective stock keeping system is in place for all warehouses and perform periodic spot-checks on the stock particularly mid-year stock check including provide stock check report as required by Save the Children’s policy and protocol.
• Ensure that the stock has been properly managed and reporting in the Total Inventory Management system (TIM) including Gift in Kinds (GIKs).
• Ensure stock managed in Mae Sot field office in timely and accurately and work with finance team in stock reconciliation.

Internal & External Business Partnering and Reporting (5%)

• Provide support to the Supply Chain Manager related to any new supply chain system roll out and implementation
• Actively participate in the Project Kick-Off, Program Meetings, Awards Review Meeting or related meetings that is related to the Mae Sot Field office Supply Chain to ensure that all information are taken for further planning and related key issues are constructively addressed.
• Manage fleet system and warehousing system aligned with its manuals and procedures related to projects in the area.
• Provide support in ensuring supply chain support to emergency response as assigned by the Senior Field Coordinator.

Security and Safety (10%)

• Perform as the Safety & Security Focal Point for the Mae Sot office.
• Maintain the mobile number as security hotline on 24/7 basis for the project staffs.
• Assist SFC in ongoing management of all parts of the safety security management system, risk assessment and lead the development of local security guidelines.
• Review and updated the policies, procedures and contingency plans as ongoing basis.
• Ensure participation in agreed information gathering mechanisms, specifically representing the organization in inter-organizational and bilateral meetings.
• Communicate, coordinate and share information on all security matters with Safety and Security Manager.
• Verify compliance by all staff with established security policies and procedures.
• Consolidate and analyze situation and incident reports. Inform Safety and Security Manager of security issues and concerns in a timely manner (e,g; weekly etc).
• Keep coordination with local authorities, international agencies, UN entities, media and other potentially influential organizations in pursuit of both the successful resolution of immediate security incidents, and the development and implementation of security policy.
• Conduct security briefing & debriefing with all incoming national & international staff in the field area in order to highlight concerns encountered during the operations that may enhance existing security procedures.

Support Service (5%)

• Oversee Day-to-day administration of shared electronic and paper files to ensure straightforward access to information
• Provide induction to Mae Sot new staff on HR, Administration, Procurement and office management when needed.
• Maintain, compile and update all staff lists, directories, information sheet, ensuring that relevant information is shared timely.
• Ensure a day-to-day IT systems support and basic troubleshooting, in liaison with outsourced IT consultants, as delegated by the Senior Field Coordinator.
• Monitor the travel movements and meeting calendar of external visitors.
• Represent or coordinate for local camp pass in 4 provinces as needed.
  • holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values

BEHAVIOURS (Values in Practice)

Accountability:

• 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

QUALIFICATIONS

• Thai Nationality
• Bachelor’s degree in Logistic /Supply Chian management, Business administration, Management, social science or related fields.

EXPERIENCE AND SKILLS

Essential

• At least 3 years previous experience in procurement, supply chain role and office management
• At least 2 year’s experiences in people management
• Strong management skills including analytical skills, sound judgement and decision-making
• Excellent communication and interpersonal skills
• Ability to work collaboratively with other departments and management colleagues
• Ability to speak, read and write in Thai and English as working languages.
• Ability to manage several concurrent tasks and to meet deadlines
• At least intermediate level of digital platform and tools relevant to database management and tracking system
• Work well under pressure with tight deadline with positive growth mindset
• Solid backgrounds on the Thai Myanmar border and INGOs

Desirable

• Proven ability to work in a multi-cultural environment, understanding local and international religions and culture.
• Willingness to travel locally to boarder areas.
• Able speak basic Karen
• Commitment to Save the Children’s mission and values.

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 Save the Children 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 Save the Children anti-harassment policy.

Health and Safety

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

Interested candidates should apply and submit a motivational letter, comprehensive CV, expected salary and details of at least 3 referees via the following link;

View the external job posting

Due to the volume of applications, only shortlisted candidates will be contacted.

“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”