Supply Chain & IT Officer

The Opportunity

Save the Children believes every child deserves a future. In Bhutan and around the world, we give children a healthy start in life, the opportunity to learn and protection from harm. We do whatever it takes for children – every day and in times of crisis – transforming their lives and future we share. Save the Children expects that anyone associated with it abides by its Safeguarding and other Zero Tolerance Policies. 

Key Responsibilities:

• Manage and execute procurement of goods and services required for the organization following the guiding principles “Best Value for Money, Transparency, Accountability, Equal and Fair competition”.
• Ensure logistics/procurement policies including donor requirements are followed all the time and pay attention for making zero non-compliances.
• Establish proper recording and monthly reporting systems of all procurement activities including procurement tracker and share the procurement status to SR. HR & Administration Manager and other stakeholder on a weekly/monthly basis.
• Initiate market survey once a year basis for regular items and analyze the price trend over the period.
• Ensure submission of invoices received for the goods delivered/ services rendered to concerned Budget Holders/requesters after verification along with supporting documents and also ensure timely payment to the suppliers within 30 days of receiving goods/invoices from the supplier.
• Prepare country KPI for logistic, procurement, fleet, inventory monthly including the relevant reports like monthly fleet analysis report etc.
• Ensure the office Asset and GPE register is updated and each of them with SCI standard asset tag. 
• Coordinate the task of carrying out the physical verification (Mid- year and year- end) of the office stocks including TIM stocks.
• Ensure the old and un-used office equipment’s/ furniture are auctioned off following due process and maintain proper record.
• Organize vehicles staff travel to the field and for airport pickup and drop of staff and visitors.
• Manage the monthly vehicle movement plans and ensure correct update of the movements as per log-sheets in the ProFleet system.
• Initiate vendor management including listing of pre-qualified vendor roster, developing criteria for vendor selection, evaluation of vendor, vendor vetting etc.
• Assist the Sr. HR and Administration Manager in the process of signing the Framework Agreements (FWA) with suppliers and keep proper record of the agreements.
• Maintain an effective working relationship as Save the Children representative with vendors/suppliers for mutual benefits for both parties.
• Ensure all the suppliers/vendor details are uploaded in Ariba network and the catalogue updated in ProSave- S2P.
• Assist the Sr. HR & Administration Manger in preparing and keeping record of request for quotation, comparative bid analysis, purchase order and other procurement related documents and maintain proper records.
• Ensure the goods received (program supplies) are entered correctly in Total Inventory Management (TIM) system and goods released before the SOF ends. 
• Ensure proper records of the acknowledgements/receipts of the released goods in coordination with Store Assistant.
• Arrange international and domestic air tickets for all staff & SC visitors as requested and approved and maintain its records. 
• Ensure all logistic arrangements (VISA, Hotels, vehicles, route permits etc) are arranged for all SC visitors.  
• Be familiar with the Information Technology Standard Operating Procedure (IT-SOP) of SCI and assist staff with IT equipment and facility to run their business efficiently.
• In close coordination with the IT & Logistic Coordinator, the post holder is responsible to manage local area network of the Office (LAN, Wireless- Meraki devices, Fortigate, NAS devices, Printers, Windows server, etc), e-mails, internet system and backing up of system and business data.
• Ensure all the IT hardware and software are as per the SCI standard.
• Effective support to function smooth running of email, Global applications like Agresso, HR Oracle, CrowdStrike, Zscaler, MS Teams, OneDrive, SharePoint, etc.
• Ensure all IT support requests channels via JIRA, and monitor & maintain Jira SLA for Bhutan office.
• Installations of standard software in the PCs, configuration of shared folders, troubleshoot the ICT equipment as required and arrange repair following the product warranty compliance. 
• Ensure all the users are connected to SCI Azure and their computer names and accounts are configured as per SCI standard.
• Support on Global IT Projects and roll outs and ensure their installation and report.
• In coordination with store, maintain pool of IT equipment so that staff could borrow as needed.
• Assist staffs on efficient use of IT facilities, backing up data, usage of common templates, etc
• Configure new PCs by installing SCI standard software e.g. MS Windows, MS Office and teams, configure Outlook, and regularly update antivirus, windows, etc and  ensure proper power back up for all IT equipment and internet services in the office. 
• Liaise with Telecom (ISP) for internet leased line.
• Support in preparing various IT user manuals and user guidance.
• Provide general training and orient staff on IT relevant guidelines, policies and acceptable us of IT.
• Track and keep logs of IT infrastructures, hardware and software assets, and license requirements.
• Assist in scoping out IT and Logistics needs in the office and develop budget accordingly.
• Work in emergency as part of SCI dual mandate.
• Comply with Save the Children policies and practices with respect to Code of Conduct, Child Safeguarding and other relevant policies and procedures.

Qualifications and experience :

• Bachelor’s in Computer Application or B.SC. in Computer Science (3 years degree) 
• Total work experience of at least 3 years in IT operations and Maintenance and Supply Chain & Logistics
• Familiar in various of network technologies and devices like firewall, routers, switches, Wi-Fi, Cloud computing, webpages, mobile apps, etc.
• Have skills in general troubleshooting of Servers, PCs, WAN, LAN, Wireless, cabling and Hardware Maintenance
• Working experience in INGO or NGO is desirable 

Required No.(s): 1 (Bhutanese Citizen Only)

Contract length: Fixed Term

Location: Thimphu, BHUTAN

The Organisation

We employ approximately 25,000 people across the globe and work on the ground in over 100 countries to help children affected by crises, or those that need better healthcare, education and child protection. We also campaign and advocate at the highest levels to realise the right of children and to ensure their voices are heard. 

We are working towards three breakthroughs in how the world treats children by 2030:

• No child dies from preventable causes before their 5th birthday 
• All children learn from a quality basic education and that,
• Violence against children is no longer tolerated 

We know that great people make a great organization, and that our employees play a crucial role in helping us achieve our ambitions for children. We value our people and offer a meaningful and rewarding career, along with a collaborative and inclusive workplace where ambition, creativity, and integrity are highly valued. 

Application Information

Please apply using a cover letter and up-to-date CV as a single document. Please also include details of your current remuneration and salary expectations. 

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.

All employees are expected to carry out their duties in accordance with our global anti-harassment policy.

Save the Children does not charge a fee at any stage of the recruitment process.