Supply Chain Officer

The Supply Chain Officer is responsible for supporting end-to-end supply chain operations including sourcing procurement warehousing and logistics activities for assigned projects. The role ensures compliance with SCI policies and procedures while maintaining efficient operations of Save the Children programmes 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.

and Procurement Management
Plan for assigned projects:
Provide support and advice on procurement planning from proposal stage
Review procurement timelines and requirements ensure alignment with project objectives and budgets and consolidate procurement plans for assigned projects
Arrange and lead the regular procurement plan review meetings with budget holders and stakeholders
Track action items and recommend plan optimizations.

procurement activities for assigned projects:
Lead end-to-end procurement activities for assigned projects including but not limited to:
-Conduct market research and analysis on a regular basis to ensure value for money
-Coordinate the development of comprehensive evaluation criteria
-Ensure transparency and fairness in the supplier selection process
-Document evaluation decisions while maintaining compliance with SCI policies
-Manage bid clarifications negotiations and technical evaluations
-Calculate savings for each package once completed
-Ensure quality requirements timelines and cost-effectiveness (value for money) are met.

Manage contracts effectively:
-Oversee the creation and amendments of contracts for assigned projects and assigned general contracts/FWA
-Monitor contract compliance performance quality and renewal requirements
-Maintain thorough documentation and coordinate contract reviews with stakeholders
-Track contract expiration dates to ensure timely renewals
-Facilitate the proper handover of contracts to relevant teams.

Suppy Chain Manager in FWA management activities

-Support Supply Chain Manager in assigned Framework Agreements lifecycle (FWA validity cap limits duration performance and quality; extension and/or termination)
-Lead end to end bidding activities for assigned FWAs
-Ensure proper documentation and filing for FWAs
-Maintain updated FWA database
-Support Supply Chain Manager in tracking and reporting on Benefits Achievement Forms (BAF): including cost saving calculation BAF report preparation identification on additional saving opportunities.

and Continuous Improvement
Support standardization initiatives:
-Develop and maintain standard required specs for common procurement categories
-Create standardized evaluation criteria for frequently purchased goods/services
-Implement best practices in procurement processes
-Document standard operating procedures

Identify and implement improvements:
-Analyze current processes for efficiency gaps
-Propose and implement process enhancements
-Monitor effectiveness of implemented changes
-Share best practices across teams
-Train team members/project staffs on new procedures
-Track and report on improvement initiatives

and support supplier relationship management activities:

Establish and maintain strong relationships with strategic and key suppliers
Conduct regular supplier performance reviews and business reviews
Monitor supplier KPIs and development plans
Implement supplier improvement initiatives

as Supply Chain business partner for assigned projects:
Provide strategic advice on sourcing and procurement activities
Guide stakeholders through procurement processes
Recommend solutions to optimize supply chain efficiency
Support project teams in procurement planning and execution
Identify and mitigate potential supply chain risks
Advise on best practices and process improvements
Facilitate communication between project teams and supply chain functions
Support budget holders in procurement-related decision making
Provide regular updates on procurement status and market conditions

Inventory and Asset Management for assigned projects
Maintain effective warehouse management (item master data request in out storage reporting and related matters: rental insurance etc) and TIM system operations
Conduct regular stock checks and reconciliation between TIM and Agresso
Manage proper inventory coding and stock management
Monitor expiry dates and stock turnover
Ensure proper storage facilities management
Coordinate distribution activities to project sites
Maintain the Asset Register and participate in Asset count bi-annually.

Management
Maintain ProSave system operations for procurement activities
Support supplier registration in Ariba Network and validate update supplier information
Provide system support to assigned projects & suppliers
Conduct supplier training on system usage
Monitor and report system issues

VII. Reporting and Analysis
Run analyze procurement and inventory reports for assigned projects/SOF
Self monitor and report on assigned management indicators on a regular basis (weekly/monthly) - including but not limited to SLA leadtime workload - ensuring assigned tasks are processed and done in a timely & quality manner
Coordinate payment forecasts and schedules with Projects/Finance
Analyze procurement data and trends
and Capacity Building
Ensure compliance with SCI policies and donor requirements
Support training of CO staff and partners on procurement procedures
Contribute to team capacity development
Provide technical support to partners and project staffs