Procurement/Logistic Officer (PLO) at European Committee for Training and Agriculture

Objective and General Characteristics:

The Procurement/Logistic Officer will be responsible for all procurement and logistic activities carried out to support CEFA Kenya/Somalia programs implemented in the different project locations.

Responsibilities will include in particular:

• Procurement of goods, services and constructions according to the requirements and in accordance with donors and CEFA internal procedures.
• Drivers and vehicles fleet management;
• Customs clearance and shipment of goods to and from the field;
• Stock, facility and equipment management

(S)he will directly manage all the logistic staff based in the Regional Office and supervise the staff based in the field offices ensuring the correct use of procurement and logistic procedures set with the Administration Department.

The Procurement/logistic officer reports to the Head of Finance and Administration and at the functional level to the Project Managers.

Areas of Responsibilities :

PROCUREMENT

• (S)he supports the Project Managers and the Managers of the Field offices in procurement planning.
• (S)he supports the Project Managers and the Managers of the Field Offices in the procurement of goods and services, for the project's and Regional office’s needs, in compliance with technical requirements and applicable terms and conditions.
• (S)he prepares all the tender dossiers as per CEFA’s Procurement Procedure and (S)he guarantees compliance with procurement and financial procedures at every stage: from the preparation of the tender dossier to the award of the supply contract.
• (S)he carries out the procurement process, as instructed by the PMs, ensuring compliance with CEFA and donors' procurement procedures.
• (S)he coordinates the receipt, opening and evaluation of quotations, tenders, or proposals for goods, services or works.
• (S)he closely follows up on the performance of the suppliers, in accordance with CEFA and Donors standards, and the feedback received from the internal users of goods and services (Project Managers, beneficiaries, etc.)
• (S)he Manages the annual supplier pre-qualification exercise and supports the Project Managers and the Managers of Field Offices in the negotiation of frame agreements with suppliers in order to ensure the best cost efficiency.
• (S)he Reviews the supply chain to ensure it is efficient and effective and gives recommendations for improvement;
• Secretary to the Bid Evaluation Committee; (S)he collates and presents procurement documentation to the relevant Tender Committee for adjudication and award;
• (S)he regularly carries on market assessment and keeps an updated database of suppliers divided by categories.

LOGISTICS

Drivers and Vehicle fleet management (Regional Office and field Offices):

• In coordination with Project Managers (PMs) and the Head of Finance and Admin (HFA), (S)he prepares and follows up the vehicles fleet planning, ensuring a cross-project optimization.
• (S)he ensures the maintenance and the repairs of vehicles based in the Regional Office.
• (S)he ensures supervision of the required reports (logbooks, statistics about performed km, costs of maintenance, cost per km, etc..) and checks of vehicles based in the field.
• (S)he ensures that the regulations governing the use of vehicles are respected.
• (S)he Manages the disposal of obsolete and disposable items with authorization from the Finance and Admin Manager Customs clearance and shipment of goods to and from the field
• (S)he organises air and road transport to all locations as requested by the Regional Coordinator or PMs:
• (S)he produces and keeps records of documentation relevant to transport and delivery (packing list, waybills, delivery notes, goods receiving notes, customs notes)
• (S)he arranges and follows up the transportation of goods from the Regional Office to the field and to/from the field offices
• (S)he ensures the customs clearance Stock, facility and equipment managementWith reference to facilities and equipment located in the Regional Office and in the field offices:
• (S)he ensures the correct management of facilities of the Regional Office (including the Guest House)
• (S)he supervises and supports project and offices staffs for the management of CEFA equipment and assets (e.g providing information for maintenance)
• (S)he is responsible for the store's in-and-out movements and for the technical equipment management.
• (S)he ensures an accurate and up-to-date inventory of all CEFA equipment and goods in the Regional and Field Offices according to the procedure and requirements set by the Administrative Department and Donors requirements;
• (S)he ensures the respect of the procedures for inventory set up by the Administrative Department in all CEFA offices.
• (S)he ensures the security of goods and properties in the Regional Office and the adoption of the CEFA security procedures for goods management in all field offices.
• (S)he supervises the general logistic of the office, ensuring that services are functioning (internet, electricity, maintenance, water).
• Ensure that all required certificates required for the office are renewed (workplace certificate, fire prevention, etc.) and that office safety measures are in place.

STAFF MANAGEMENT:

With reference to staff dedicated to managing logistics/procurement in the Regional Office and in the field offices:

• (S)he will directly manage the logistic personnel in the Regional Office whereas supports and functionally supervises the logistic personnel in the field also with regular field visits as required
• (S)he monitors the performance of each staff under supervision and do their appraisal.
• (S)he organizes the procurement/logistics meetings (daily, weekly/monthly, ect.).
• (S)he organizes and supports personnel missions from the Regional Office to the field locations (transport, accommodation, security, travel documents etc)

The Procurement/Logistic Officer is available to perform any additional duties required by the Head of Finance and/or Regional Coordinator.

MANDATORY REQUIREMENTS

• Kenyan national only
• University degree (Bachelor Degree) in Procurement and Supplies Management or its equivalent from a recognized University
• At least 3 years of relevant working experience in managing diverse procurement and logistics operations for INGOs and/or UN Agencies, working for International Donor Agencies.
• Demonstrated proficiency with MS Office software (i.e., Word, Excel, Access, PowerPoint) is required
• Fluency in oral and written English is required
• Sound understanding of procurement, administration, and logistics management systems

DESIRED SKILLS / ASSETS

• Membership to Kenya Institute of Supplies Management is a plus
• Master’s Degree in Procurement and Supplies Management or its equivalent from a recognized University
• Procurement ethics and the willingness and ability to enforce compliance with CEFA and donor policies and procedures
• Previous experience with International Donors including IFAD, EU, USAID, and AICS.