Location: Yangon
Deadline: Friday, 25 October 2013
Description
Deadline: Friday, 25 October 2013
Description
JOB TITLE: Procurement & Supply Management (PSM) Officer
TEAM/PROGRAMME: Global Fund
GRADE: TBC
Number of Position: 1
CHILD SAFEGUARDING: Level 3 – The responsibilities of this post may require the post-holder to have one to one contact with children or young people
ROLE PURPOSE:
Save The Children (SC) has signed in November 2010 three Grant Agreements with the Global Fund for Aids, Tuberculosis and Malaria (GFATM) for an overall budget of $120 million over 5 years. These grants will provide onward sub-grants to 16 different INGOs serving as Sub-Recipients (SRs) for HIV, TB and Malaria projects nation-wide. Future disbursements by GFATM will be directly linked with programmatic performance of SRs as well as the procurement capabilities of the PR and SRs to carry out Procurement and Supply Chain activities.
Therefore, it is important to have a good Procurement and Supply Management division in order to keep good track of all administrative and technical PSM components of the PR and SRs. As a consequence, and to ensure Procurement and Supply Management (PSM) practices for the GFATM program, SC is currently recruiting one additional PSM Officer (procurement & Logistics) to work full time for its GFATM Program in Myanmar. The PSM Officer is expected to have specific responsibility for the administrative and technical PSM components coordinated under the Program (HIV, TB and Malaria). However, it is also expected that she/he can eventually work in PSM matters related with a component other than the one under her/his responsibility. The PSM Officer will be based in Yangon and work within the SC-GFATM Performance Management team. She/he is expected to travel to SR project location when necessary. She/he main duty will closely monitor and supervise the PSM data reported by the Sub-Recipients. She/he will report directly to the PSM Coordinator of the SC-GFATM team
SCOPE OF ROLE:
Reports to: Procurement & Supply Management Coordinator Duties and Responsibilities (under the supervision of the PSM Coordinator)
LOCATION: Yangon
Type of Contract: Opened
1. Procurement and Supply Management for GFATM Reporting
- Under supervision of the PSM Coordinator, to manage local procurement activities
- Prepare Bid and RFQ documents (including services: clearing/forwarding agent or transport companies …) for local procurement.
- Regularly handle market survey
- Review item specifications to be in line with SRs needs / GFATM policy
- Conduct local procurement process using adequate procurement practices and following SC rules & regulations
- Lead evaluation of offers received and selection of suppliers
- Prepare contract and monitor delivery with suppliers
- Manage communication with SRs and SC team (finance and program) regarding, among other, items selected, lead-time, delivery status, payment
- Fulfill monitoring tool (i.e.: Status sheet) and keep up date filing system related to local procurement (Folder and T-Drive)
- To monitor, under the supervision of the PSM Coordinator and in collaboration with other PSM team member, the procurement conducted by the SRs.
- Conduct visit to SRs in order to review procurement they handle and ensure the compliance with their own policy and GFATM policy.
- Monitor/support SRs in resolving problems seen within their procurement process
- Advice SRs in how to handle procurement processes and manage supply chain.
- Conduct SRs monitoring visit in order to follow the management of the in-country supply chain and ensure that capacity of the SRs is adequate to manage storage, distribution and reporting. Upon request, to assist PSM Team with review, follow up and archive International Procurement documents as well as other official document related to PSM management.
- Using a checklist, control that procurements have been carries out as per SC and GFAM procurement procedure and policy and inform document's holder if archive (Computer Server / Filling system) are incompletely filled.
- Review shipping documents received from the supplier and ensure that they are in line with purchase order
- Inform SRs regarding the arrival of the items in country and monitor the reception of the GRN and update status sheet accordingly
- When needed, to coordinate with the PSM Manager in charge of logistics for handling clearance process and ensure a smooth delivery of goods to SR warehouses.
- Ensure filing system of documents related to PSM activities (among other: Stock report, Import license, SR request, GFATM correspondence …) -
2. Support of SR PSM capacities
- To inform SRs on weekly bases about the procurement status of outstanding health products
- To answer queries regarding GFATM PSM policies and guidelines
- To assist SRs in any other PSM matters that can arise during project implementation. Among others, but not limited to;
- To assist SRs in the creation and update of their individual PSM Plan - To develop good partnership relations with SR
- Under the supervision of the PSM Coordinator advice SRs / organize training in how to manage procurement processes and supply chain management.
- Ensure that these processes follow GFATM rules and regulations.
- To develop good partnership relations with SR 3. Interaction with other SC-GFATM technical areas:
- To actively interact with other SC colleagues especially finance team (in relation to the submission of full set of supporting documents for payment of the good procured)
- Under the supervision of PSM Coordinator and based on the workload of the team, support PSM member to handle the following tasks among other:
- Inform SR on delivery status of outstanding Procurement Orders, update procurement status sheet, participate to the evaluation of the bid, conduct local procurement for services, monitor reception of goods, archive documents related to PSM team activities (folder and T-drive) …
- To work with other departments of the SC office in Myanmar as needed (i.e. Link with the data base officers in order to ensure that the information included in the different databases are accurate and correctly reflect SRs performance).
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.
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
Background and Experience
1. Educational Requirements
- A relevant degree qualification in social sciences, Business/Administration, Supply Chain management
2. Relevant Work Experience
- Minimum two (2) years experience in Procurement and Supply Management Experience in management of health and pharmaceutical products will be an Asset Experience in administrative management of PSM activities and custom clearance (will be an asset). Experience with INGO in Myanmar will be an asset.
3. Knowledge, Skills and Behaviors
- Technical skills in Procurement and Supply Management
- Good analytical skills with the capability to focus in details
- Excellent Computer skills, specifically with Microsoft Office (Excel, Word, Outlook)
- Excellent interpersonal skills
- Burmese language is a must and good working knowledge of English (spoken and written).
- Ability to develop and foster relationships both with SRs, Save the Children and LFA colleagues.
- Ability to think creatively to solve problems and find effective and efficient ways to accomplish goals
- Commitment to Save the Children's mission and values
- Good sense of humor
Interested and qualified candidates are requested to send an Application Letter, Curriculum Vitae and Clearance of Criminal Record (by resident township police station) to: Human Resources Department| Save the Children| Wizaya Plaza-First Floor| 226 U Wisara Road| Bahan Township| Yangon| Myanmar Email address: recruitment.myanmar@savethechildren.org not later than 5 P.M., 25 October 2013 (Friday).
Note: Candidates are also requested to mention in the applications if there is, blood/marriage relationships with the existing Save the Children employees. No requirement of photo or copy of certificates and only short-listed candidates will be contacted. Remark: For those who failed to mention or incorrectly mention the apply position title, Programme/Sector name and location in their applications, we will consider those as disqualify and we will not consider for short list.
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