Procurement and Administration Manager, Cairo at Save the Children 48 views3 applications

Title: Procurement and Administration Manager

TEAM/PROGRAMME: Egypt CO, Support Services

LOCATION: Cairo, Egypt

GRADE: 2

POST TYPE: National – FTA

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:

The Procurement and Administration Manager will lead and manage the set up and scale up of all procurement and administrative and logistics functions and responsibilities and will manage staff. The post-holder will support the various departments on the best use of Save the Children’s resources. This role will include logistics support to complex programmes, with a broad spread of programmes, staffing thematic interventions, and complexity

SCOPE OF ROLE:

Reports to: Country Director, Cairo, Egypt

Staff directly reporting to this post: 3

Budget responsibility: none

KEY AREAS OF ACCOUNTABILITY:

• Management of Procurement and Administration departments; develop/implement the country procurement and administration policies and procedures for the management of the supply chain, including procurement, transport and distribution, stock management, and for the management of vehicle fleets, travel, communication systems, and assets.
• Ensure that Save the Children minimum standard procedures and country policies are implemented and adhered to throughout the programme, briefing and supporting relevant staff as required.
• Ensure that resources are used with strong value for money criteria and in compliance with donor and Save the Children policies.
• Manage Procurement and Administration staff including ensuring appropriate team structures, clear division of responsibilities, clear objectives, and management of performance.
• Ensure that the supply chain is appropriate and cost effective, based on budget, markets, infrastructure, nature of the Save the Children programmes, and need for timely delivery.
• Provide advice and support to senior management on procurement and administrative issues, and collaborate with staff on budgets, technical aspects of the programme, and implementation

Mechanisms as required.

• Where appropriate, be responsible for developing and implementing emergency preparedness strategies across the logistics aspects of the operation
• Provide logistics training and capacity building as required across the programme
• The post-holder will comply with all relevant Save the Children policies and procedures with respect to child safeguarding, safety and security, code of conduct, equal opportunities and other relevant policies
• Monitor overall Supply Chain performance, and undertake root cause analysis and problem resolution for all Supply Chain operations
• Review audit reports and follow up with programmes to ensure action points are addressed promptly and effectively.
• Ensure that partners understand and accept SC and donor guidelines for related to all Supply Chain Functions and ensure that the Supply Chain and Admin team is resourced appropriately to provide necessary support and coaching to partner organizations.
• Ensure that communication, transport and other systems are developed in support of the maintenance of good security for all staff and visitors and working with the Safety and Security team to provide technical support in the aspects where Supply Chain is involved i.e. vehicles tracking, prior travel clearance etc.
• Provide technical input for procurement plans during proposal and budget writing, this includes compilation of different procurement plans in order to carry out coordinated procurement activity, ensuring adequate budgeting of Supply Chain and Admin staff and operational needs, reviewing the feasibility of the project in line with current and/or planned Supply Chain capacity and risk management in terms of supply chain planning i.e. lead times and donor compliance
• Ensure CO Asset register is in place in order to track Save the Children and donor assets

SKILLS AND BEHAVIOURS (our 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 others to do the same
• Widely shares their personal vision for Save the Children, engages and motivates others
• Future orientated, thinks strategically.

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

QUALIFICATIONS AND EXPERIENCE

Essential

• At least 7 years of experience in procurement and administration management preferably in NGO’s,
• Experience of developing/implementing supply chains to support different types of programmes, and coordinating resources to meet the programme objectives.
• Proven track-record in managing and supervising others in logistics, including training and capacity building

• Substantial experience in all technical areas of operations including procurement, transport/distribution, stock management, fleet management, asset management, communications, and security.

• Ability to synthesize and analyses complex information, and make clear, informed decisions.
• Experience of advising and supporting others at all levels with logistics aspects of a programme, including strategic thinking and planning.
• Ability to build relationships quickly with a wide range of people, both internally and externally
• Excellent planning, management and coordination skills, with the ability to organise a substantial workload comprised of complex, diverse tasks and responsibilities.
• Strong communication (written and spoken), and interpersonal skills in English, with experience in managing teams.

Desirable

• Technical experience/training in specific areas of logistics e.g. fleet mechanics, IT/communications networks, asset management.
• Technical experience/knowledge in policy development, training, etc.
• Formal management training
• Ten years professional experience in supply chain management