Procurement & Admin Officer

Under the supervision of Procurement Coordinator, the position will responsible for overall performance of procurement and admin tasks in Ho Chi Minh Office, in accordance to SCI and government requirements.
The position will be responsible to implement all procurement activities for all projects and office operation and ensure that goods are purchased to meet identified project needs in quality and time; warehouse management including TIM.
The position will be in charge of providing professional service and advice to staff and visitors in Ho Chi Minh office on all admin and logistic related issues to ensure the quality implementation of project activities.
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.
CHILD SAFEGUARDING:
Level 1: the post holder will not have contact with children and/or young people, or access to personal data about children or young people, as part of their work; therefore, a police check will not be mandatory for this post unless the content of the post changes, in which case the Child Safeguarding level should be reviewed.
KEY AREAS OF ACCOUNTABILITY:
Supply Chain Functions:
1. Conduct procurement activities and support Procurement Plan development
• Review projects procurement plans and closely work with assigned projects teams to finalise and update them.;
• Support Procurement Coordinator in developing a consolidated Procurement Plan;
• Collect information to understand the market and prepare for procurement works (annual, quarterly, monthly, weekly);
• Conduct all required procurements in accordance with SCI procurement guidelines and donor's rules and regulations and to meet the programs' demand for quality and timeline.
• Monitor quality of goods and services provided by suppliers and working with them to ensure highest quality;
• Draft contracts for review by Procurement Coordinator and/or Supply Chain Manager.
• Create and maintain a filing system for related procurement activities and ensure the accuracy of computerized database and administrative filling.
• Support project teams in preparing Procurement Plan for new project proposals;
• Work with project teams to ensure all related procurement works are done before project closure;
• Conduct emergency procurements effectively for the Southern Area projects if required.
2. Ensure smooth operation of online procurement system (ProSave)
• Maintain the smooth operation of ProSave and ensure the proper process of every purchase requests from assigned projects in ProSave system;
• Expand supplier data and ensure proper supplier registration in Ariba Network;
• Validate new suppliers' information and upload to ProSave system and support suppliers to solve all data-related problems;
• Support assigned projects with ProSave problems;
• Implement supplier training sessions to engage the suppliers with the Ariba Network.
• Timely raise issues and concerns to the Procurement Coordinator and Supply Chain Manager.
3. Ensure the proper management of warehouse and TIM system
• Maintain an effective warehouse management system and TIM with proper inventory codes and conduct physical stock check when required.
• Ensure all stock items in warehouse are properly manage according to SCI procedures including regular reconciliation between TIM and Agresso.
Administration and logistic arrangement:
• Provide daily implementation of all logistics and ensure the smooth administrative operation in Ho Chi Minh office such as logistics support for meetings, workshops, handling office supplies, equipment, furniture, office permit, and other related activities.
• Ensure regular inventory physical check for all asset in Ho Chi Minh Office and all asset are properly managed according to SCI policies.
• Ensure the strict compliance to the Office Protocol, Fleet Operation Guideline in hiring cars for staff travelling.
• Maintain the physical and electronic filing system in Ho Chi Minh Office.
• Make sure that the maintenance and repair of office assets is done in proper and timely manner
• Ensure Ho Chi Minh offices petty cash are properly managed and monitored as per SCI policies.
• ImplementSafety and Security plan in Ho Chi Minh Office.
• Manage contracts for office services including office lease, Telephone, Internet, Office supply, car rental, hotel, air fares, insurance for office's assets, etc.
• Ensure basic stock of office supplies is available at all times, including stationary items and pantry stuff.
• Ensure proper storage and security of all items, and track usage of all such supplies.
Staff and partner capacity building
• Contribute to capacity development for the Supply Chain team members (internal training for SC team members, mentoring/on-job training for new members, buddy, etc.);
• Provide technical support and help build capacity of relevant staff and partners through training, coaching, regular visits and remote support;
• Support partners' procurement activities in working closely with project staff and finance teams;
• Conduct training and induction on SCI policies for all staff and budget holders on Procurement Manuals and related guidances;
• Improve budget holder's capacity on procurement budgeting and planning according to SCI guidance.
Provide back up to other team members
• Provide back up to other staff in the team when required;
• Back up sourcing team to take lead in bidding process for goods and services, prepare minutes and provide guidance for the Procurement Committee as needed. Ensure bidding procedures are fully compliant with SCI's policies and procedures and goods and services are purchased to meet identified project needs in quality and time and maximize cost efficiency;
• Be responsible for managing the sourcing module for the assigned sourcing activities in ProSave System.
Other tasks
• Facilitate data processing and data analysis in ProSave;
• To be flexible and available for missions to the field for special support or supervision on given admin and procurement issues.