Supply Chain Intern

Save the Children has been working in Rwanda since 1994 in partnership with the Government of Rwanda and local stakeholders to promote a bright future for children, with experience working in all 30 districts of the country.

The main areas of focus are education, child protection, child rights governance and health and nutrition in humanitarian and development contexts. Our intention is to work to the highest standard for the children that we serve – a mission which we take seriously. We are a learning organisation that is extremely committed to constantly adapting and improving the way in which we work, with children’s and community’s voices at the heart of this.

SCOPE OF ROLE:

Reports to: Supply Chain Officer

Staff reporting to this post:)

Direct: None

Indirect: None

Budget Responsibilities: None

ROLE PURPOSE:

The Supply chain intern supports the Supply Chain team in the daily coordination of procurement activities, including:

• Ensure all suppliers are paid on time in collaboration with Finance
• Manager and monitor beneficiaries’ warehouses physical and TIM system
•  Receiving and ensuring that items procured match programmatic requests are of good quality, reliable, and deliver the best results for children.
•  Supporting the Procurement team in preparation of the procurement (buying) process.
• Processes in all steps and stages, especially when it comes to PRs, quotes, POs, and contracts
• Supporting and interfacing between field offices and the central supply chain team.

Ensuring consolidation asset register is records and updated on quarterly basis and accurate.

KEY AREAS OF ACCOUNTABILITY:

Procurement

• Receive invoices from suppliers, checking if they are correct and complete, and forward
• payment requests together with all necessary supporting documentation to Supply Chain
• Officer, monitoring the process to ensure payment is made on time to the supplier.
• Ensure the payment are submitted timely to Finance respecting all the Procurement File
• Checklists and keep a track of paper procurement files – from receipt of the PR or initiation of
• the procurement and identify what should be in the file and what stage the file is at.
• Keep the record of the Contracts and FWA and alerts the line manager for expiring contracts
• before two months.
• Notify the line manager of any other issue/challenge in the procurements which does not meet
• standard procedures.
• Alerts the supply chain team of the purchase requests pending in Prosave.
• Conduct monthly basis report of the PO paid and non-paid.

Warehousing & Distribution

• Collaborate with relevant stakeholders to implement the general warehouse activities, including inventory management ensuring the warehouse is properly maintained, clean, and organised per SCI standards.
• Conduct stock counts twice annually and support the field offices in conducting their stockcounts and producing monthly reports.
• Oversee distribution and transportation of items from the country office to Field offices or vis-versa.
• Ensure all goods procured for programs/beneficiaries’ use are recorded in TIM and they are
• stored adequately at the warehouse. Identify creative solutions to overcome warehousing & distribution constraints and meet program needs.
• Ensures schedules are implemented effectively and staff/equipment needed for efficient
• warehouse operations are in place. Identifies and reports any issues with schedules to management.
• Monitor the SOF end and Expiration dates of the commodities and alert program managers and supply chain officer on the need to distribute or dispose of expired items.

Assets Management

• Collaborate with the campus admin, field officer to record and track the movement of asset
• Running and consolidation of asset register.
• Assist in physical verification of organization’s assets, including General Equipment
• Program, and inventory, by planning, organizing, and directing operational activities
• Ensure that all asset and General Equipment Program are labeled.
• Oversee the physical asset’s inventory control by planning, organizing, and directing
• operational activities
• Reviews asset information, such as warranties, manufacturer warranties, maintenance, and service agreements, and regulatory compliance.

BEHAVIOURS (Values in Practice)

Accountability:

• holds self-accountable for making decisions, managing resources efficiently, achieving and role modeling 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, take 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, and 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

QUALIFICATIONS 

A Diploma or Bachelor’s Degree in Business Administration, Supply Chain, Logistics or Procurement.

EXPERIENCE AND SKILLS

• 1-2 years of prior work experience in a similar role in an NGO or private commercial sector
• Experience of solving complex issues through analysis, definition of a clear way forward and ensuring buy in.
• Great interpersonal and communication skills including negotiation and relationship building High level of integrity/confidentiality and ability to work as part of a professional team
•  Highly developed cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures.
•  High level of computer literacy. Especially excellent MS Excel/Word skills.

Good oral and written communication skills; Fluency in spoken and written English; Commitment to Save the Children’s values

Additional job responsibilities

The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

Equal Opportunities

The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures

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.

Safeguarding our Staff:

The post holder is required to carry out the duties in accordance with the SCI anti-harassment policy

Health and Safety

The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.

SAFEGUARDING:

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.

Anti-Fraud and Integrity Commitment:

The organization maintains a zero-tolerance policy toward fraud, corruption, and unethical behavior. All staff are expected to uphold the highest standards of integrity and accountability, comply with internal policies and procedures, and report any suspected misconduct through the appropriate channels.
Please note: The organization does not charge any fees at any stage of the recruitment process (application, interview, offer, or onboarding). Any request for payment should be reported immediately.