Level 3 – the post holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.
Role Purpose: The Regional Procurement Manager will be responsible for the management the Regional Procurement Unit and will lead in setting up strategic contracts at regional and sub-regional level, and for the Regional Office.
The incumbent will also be responsible for supporting the development and execution of regional sourcing strategies and ensuring efficiency and effectiveness of the Regional Procurement Unit in processing international procurement transactions for country offices in the ESA region.
The role will also include taking a lead role in advising country offices to achieve improved quality assurance of their procurement processes. Sets targets for the Regional Procurement Unit; monitor performance and measuring efficiencies.
Also, ensures that Regional Procurement Unit is operating in strict adherence with the organization’s procurement policy, RPU Charter and also compliance toward donor’s requirements.
Actively supports the regional initiative on procurement improvements by supporting countries in managing complex procurement processes, providing advice and ensuring capacity building when needs are identified.
Ensures timely review of local procurement processes sent to review and validation at the procurement unit level, and ensures that the process is tracked to measure performance against targets.
Scope of Role:
Reports to: Head of Supply Chain, ESA
Dimensions: Save the Children works in 12 countries in East and Southern Africa (ESA) with a team of staff and estimated 400 million USD portfolio across the region in 2017 and expenditure of approximately more than $250 million third party supplier expenditure each year.
Number of direct reports: Three – Regional Procurement Unit Staff
Key responsibilities for the Procurement Manager Job
The Procurement Manager will be responsible for managing Regional Procurement Unit.
Set up of Regional level strategic contracts
- Prepare, launch and lead the processing of tender processes up to the set-up of strategic contracts for key market segments
- Establish and maintain regional supplier database including its contract management aspects
Lead the execution of end-to-end tendering/track benefit and sourcing pipelines for the region
- Lead regional category / sourcing strategy development
- Develop functional strategy and set ambition for the unit
- Support the development of global category / sourcing strategies
- Support global sourcing execution
- CO/RPU Benefits tracking and reporting
Management of the Regional Procurement Unit
- Work alongside the Regional Head of Supply Chain to develop and build a high performing Regional Procurement Unit
- Ensure staff working in the RO procurement unit has right level of expertise and clear job description and work plan, and performance management.
- Ensure that capacity building in procurement technical expertise is developed for staff in the procurement unit.
- Ensure the Regional Procurement Tracker is updated regularly and data are accurate and precise and shared on a weekly basis to all relevant Cos.
- Ensure all RPU files hard copies/soft copies are in order and deposited on SharePoint.
- Ensure the suppliers database and supplier files are in order and updated regularly
- Make sure the cash forecast for payment is done on time and accurately
- Consolidate and manage regional sourcing pipelines
Oversight and monitoring of the International Procurement function
- Monitoring international order processing at Regional Procurement Unit level and ensure timely processing aiming to improving sensibly the lead times by coordinating better with SCI suppliers
- Helping country offices in improving the coordination concerning international procurement, from identification of the needs to their expression.
- Produce monthly summaries and monitoring the function with KPIs
Providing procurement support for Country Offices
- Provide procurement support to country offices with complex procurement processes with high volume and high value by supporting in the expression of the needs and in providing technical support on best way to handle procurement processes
- Review quarterly sourcing pipelines and analytics of the countries and providing feedback and advices for improvements
- Build on and develop the supply base to ensure the capacity and flexibility to meet all of the regional requirements – both in “steady state” and “emergency response” situations.
Management of Internal Control System within procurement function at RO level
- Be responsible for reviewing and validating procurement processes done at country level that are above set thresholds
- Set and Monitor KPIs for the review and validation process and keep a tracker of all procurement processes that have been validated.
- Review procurement waivers sent for regional or headquarter approval
- Review contracts/frameworks sent for regional or headquarter approval
Key Deliverables:
- Sets targets for the Regional Procurement Unit; monitor performance and measuring efficiencies.
- Ensures that Regional Procurement Unit is operating in strict adherence with the organization’s procurement procedures and policy, and compliance toward donor’s requirements.
- Actively supports the regional initiative on procurement improvements by supporting countries in managing complex procurement processes, providing advice and ensuring capacity building when needs are identified.
- Ensures timely review of local procurement processes sent to review and validation at the procurement unit level, and ensures that the process is tracked to measure performance against targets.
Behaviors (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
Procurement Manager Job Qualifications
- A First Degree in in related area, Master level degree will be an advantage.
- CIPS or equivalent professional certification
- At least 3 years in a managerial position in procurement.
- Having experience in the INGO sector and in handling Cash Transfer Procurement, pharmaceutical procurement and construction contracting will be an advantage.
- 3 years’ international experience is desirable, preferably having extensive knowledge of the East and Southern Africa market. Having previous regional procurement management level is a strong advantage.
- Experience in running complex and high volume procurement processes and in high volume contracts negotiation (>USD 1 million).
- Proven ability to review supply demands and trends; to develop strategies to fill identified gaps
- Experience working with large institutional donors and knowledge of their rules and regulations
- Ability to synthesize and analyse information, and make clear, informed decisions
- Ability to build relationships quickly with a wide range of people, both internally and externally
- Strong planning, management and coordination skills, with the ability to organise a substantial workload comprised of complex, diverse tasks and responsibilities
- Experience in developing the capacity of procurement staff through the use of training, performance management frameworks and development plans.
- Experience in development and implementation of efficient procurement systems, policies and procedures.
- Excellent written and spoken communication and interpersonal skills
- Fluent in English
- Cross-cultural experience, understanding and sensitivity
- Commitment to Save the Children values
- Knowledge of East and Southern Africa Region context is an advantage
- Excellent ability with MS-Office applications particularly Excel
- Willingness and ability to travel within the region to support country offices.
- Resilient to stress
- Sense of diplomacy and negotiation skills
- Experienced in managing people is a must
- Able to prioritize and work with limited supervision , self-motivated, resilient to stress
Child Safeguarding: We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.
Health and Safety: The role holder is required to carry out the duties in accordance with Save the Children International Health and Safety policies and procedures.
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