Admin and Supply Chain Officer

TEAM/PROGRAMME: Support Services
LOCATION: Lao Cai
CHILD SAFEGUARDING: 2
Level 2: either the post holder will have access to personal data about children and/or young people as part of their work; or the post holder will be working in a 'regulated' position (accountant, barrister, solicitor, legal executive); therefore a police check will be required (at 'standard' level in the UK or equivalent in other countries).
ROLE PURPOSE:
The position will responsible for all admin and logistic tasks of Lao Cai Offices and ensuring effective admin and logistic systems and processes are in place and functioning as per SCI and government requirement.
To provide professional advice to staff and visitors in Lao Cai offices on all admin and logistic related issues, the position will work closely with Field Coordinator and other team members to strengthen capacity for partners in Admin and Logistic especially procurement. He or she also in charge of getting special approved requests from local authority, office registration, asset management and managing office petty cash.
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.
SCOPE OF ROLE:
Reports to: Sponsorship Program Manager
KEY AREAS OF ACCOUNTABILITY:
• Together with Field Coordinator establish and maintain relations with local authorities related administrative legal affairs of office operation and personnel in Lao Cai
• Provide daily implementation of all logistics and procurement activities in Lao Cai such as logistics support for meetings, workshops, handling office supplies, equipment, furniture, office permit, and other Lao Cai related activities.
• Ensure bidding procedures are fully compliant with SCI's policies and procedures and goods are purchased to meet identified project needs in quality and time;
• Review and update the preferred list of suppliers and ensure that the list is updated and maximize cost efficiency;
• Ensure regular inventory physical check for all asset in Lao Cai Offices and together with Admin and Logisitic Manager to ensure all asset are proper manage arcording to SCI policies.
• Maintain contracts for office services including office lease, Telephone, Internet, Office supply, car rental, hotel, air faires, insurance for office's assets and cars, ect
• Arrange and schedule meetings with government officials, as needed
• Maintain the files and filing system in the Lao Cai Office.
• Maintain hard copies of all legal documents including office licence, property registration and insurance, vehicles policies and insurance; keep record of all accidents and report them to the insurance company; answer queries regarding related policy and insurance package.
• Type letter, memo, faxes and other typing materials as per Finance and Support Services and Administration and Supply Chain Manager's instruction.
• Assist Administration and Supply Chain Manager in updating and maintaining staff's emergency files
• Provide technique support and help buiding capacity of the relevant staff and partners through training, coaching, regular visit and remote support.
• Ensure Lao Cai offices petty cash are properly manage and monitor as per SCI policies.
• Implementaion of Safety and Security plan in Lao Cai
• Make sure that the maintenance and repair of office assets is done in proper and timely manner.
• Provide back up support to other team members in their absence when required
Working contacts
Internal: All staff in Hanoi and Lao Cai offices
External: Visitors, suppliers of services
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