Procurement & Logistics Officer

Job Objectives:

Procurement

·       Identify potential vendors, develop specifications for the product, solicit bids, and with the procurement committee, prepare an analysis of the bids and a final recommendation

·       Initiate, negotiate and monitor long term purchase agreements for goods and services, and ensure on time renewal

·       Initiate, follow up and track procurement requests (PR) using the right procedures in compliance with Ed Dev Trust and donor guidelines.

·       Prepare purchase orders, solicitation documents, tender documents and supplier contracts according to organizational policies, and donor’s regulations

·       Preparation of monthly, quarterly/annual procurement plans & reports

·       Convening of a Tender Committee as the Secretary to the tender Committee

·       Carry out the prequalification of suppliers and maintaining supplier database.

·       Liaise with suppliers; maintain and build supplier relations, process invoices and ensure on time payment.

·       Update programme procurement plans regularly in collaboration with the program officers

·       Ensure regular checks on supplier quality control and Periodic evaluation of suppliers’ performance.

·       Train and support programme partners in procurement and logistics

·       Take the lead in the proper bidding, this includes but not limited to preparation and issuance of requests for quotation to bidders, evaluate bids in close consultation with concerned department and submit recommendations

·       Support in development and review of procurement policies and procedures in the project

·       Ensure implementation of the set procurement policies

·       Training staff on the procurement and administration policies and guidelines.

·       Sensitizing current and potential suppliers on organization procurement policies

·       Ensure proper storage and transportation of goods to requested destinations.

·       Represent organization interests within partner organizations procurement and logistics activities.

·       Stock and inventory management of purchased program goods and ensuring they conform to quality as per internal procurement procedure.

·       Support in tracking the equipment inventory including mobiles phones, organise regular equipment counts, and in consultation with other units, develop replacement plans and organise disposals.

·       Support in disposal of assets in conformity to organizations policies and procedures.

Administration

·       Generally, ensure smooth running of the office, manage and monitor office facilities and assigned support services to ensure their effective and efficient operation as well as maintenance; ensure the safety, supplies and service of equipment

·       Review and update policies and guidelines for support functions of the administration, procurement and fleet management

·       Ensure all Education Development Trust vehicles are maintained in a roadworthy state and all legal requirements are in order

·       Take custody of all office assets, including ensuring safety, managing insurance, tracking movements, regularly updating the Asset register and performing spot checks

·       In cooperation with Finance Team, maintain an effective asset register process by maintaining the office inventory and schedule the quarterly inventory and report any losses;

·       Reviews accuracy of bills and ensures the bills are paid on time

·       Coordinate arrangements for meetings, visits, workshops and conferences

·       Responsible for managing and maintaining appropriate and up to date filing system including the following where applicable;

o   Motor vehicle and drivers log

o   Stock/inventory files

o   Travel requests

·       Schedules and support activities such as meetings, arranging Visas, travel logistics for local and overseas travel, conferences/workshops, venue and resources for such activities.

·       Take notes and prepares agendas, notices, minutes and resolutions for internal/external meetings, workshops, staff meetings and distribute to appropriate staff

·       Support staff and/or consultant travel, taking into account Duty of Care Standards (ITRA) and laid down protocols;

·       Any other reasonable duty as may be assigned that is consistent with the nature of the job and the safe and effective operation of the organisation.

Person Specification:

Knowledge

Essential:

·       A degree in procurement and Supply Chain Management, Logistics, Business Administration or Business management

Experience

Essential:

·       At least 5 years’ experience working in office procurement, logistics and administration in an NGO sector

·       Demonstrated outstanding professional competence in procurement and Administration work

·       Use of Global ERP system

·       Experience establishing office systems and procedures

Skills

Essential:

·       Knowledge in procurement and administration procedures

·       Ability to work under pressure to pursue multiple tasks simultaneously to successful conclusions.

·       Ability to create an environment where openness and integrity are constant

·       Should possess excellent interpersonal communication skills

·       Must possess relevant computer skills

·       Be a team player and uphold collective responsibility.

·       Strong work ethic, strong teamwork and communications skills

·       Fleet and inventory management skills

·       Customer care skills

·       Logistics skills