Logistics and Procurement Manager at Green String Network

Goal/Purpose:

The Logistics and Procurement Manager will set up, implement and supervise all logistics operations for Green String Network.

He/she will organize logistic support for programs.

List of main tasks :

• Supply Management
  • Carry out a purchasing environment analysis at the country and local level
  • Supervise the update of price lists and supplier files
  • Create SOPs for internal GSN purchasing procedures and those from donors funding the programs.
  • Establish and update purchasing timelines, taking into consideration procurement tables, operation timelines and contextual and procedural logistical constraints
  • Receive, approve and process requests for quotes and internal order forms
  • Ensure that budgetary lines related to logistics are monitored and observed
  • Supervise the preparation of purchasing documents and draft the contracts
  • Participate in the drafting the call for tenders
  • Supervise purchasing, ensuring that approval rules and procedures are observed
  • Select suppliers and negotiate prices, deadlines and delivery methods
  • Establish an archiving system at the GSN country office
  • Ensure that purchasing documents are complete and archived
  • Ensure that dealings with suppliers are monitored
• Vehicle Fleet Management
  • Negotiate vehicle rental contracts
  • Supervise the planning and execution of maintenance and repair work on mission vehicles
• Establish vehicle movement schedules
  • Ensure that a complete breakdown kit is available on board all vehicles
  • Permanently ensure that all drivers have received general training and carry out regular testing
  • Ensure that drivers are aware of their obligation to adhere to GSN safety rules and procedures, as well as local traffic laws
  • Check that vehicle log books are in place and are used correctly
  • Ensure that fuel consumption and vehicle mileage are monitored, consolidated, analyzed and recorded
  • Prevent the misappropriation of fuel and spare parts
  • Ensure that all vehicles have accompanying administrative documents and that these are correctly filed and monitored
  • Equipment/Telecommunications Management
• Update inventory in real time
• Establish Inventory system for GSN
  • Optimize distribution of materials according to task needs
  • Organize the installation, safe-guarding and monitoring of materials
  • Install communication means and ensure that they are regularly maintained
  • Train teams in the use of these communication means
  • Management and Monitoring of IT Equipment
• Update antivirus software
  • Implement backup and data-protection procedures
  • Ensure the maintenance and correct use of IT equipment
  • Provide technical assistance to teams and organize training sessions
• Supplies Management
  • Select storage locations and create a plan for the development and security of these sites
  • Ensure material is stored under suitable conditions and monitor expiration dates
  • Ensure procedures are followed as stock is checked in and out
  • See that all documentation linked to stock is complete and correct
  • Supervise monthly physical stock inventory
• Human Resource Management
  • Analyse and quantify logistics personnel needs
    Recruit, train and supervise the logistics team
    Conduct performance reviews for members of the logistics team
    Organize formal team meetings at regular intervals

Reporting/Capitalization

• Ensure the compilation of price and supplier lists, as well as information in use (import-export, exemption, taxes)
• Ensure that internal order forms are monitored and that the status of each order is given to the person waiting
• Consolidate logistics packs monthly and pass on to the logistics coordinator
• Provide the logistics coordinator with all information needed to draft intermediary and final reports
• Pass on purchasing reports for closed programs to the coordinators at the established frequency

Qualifications:

• Minimum 5 years experience in supply chain, logistics and/ or procurement
• Higher degree in supply chain or related field
• Experience creating logistics SOPs
• Inventory management and system experience
• Fluent spoken and written English and Swahili