Job Openings at The Lutheran World Federation

Location: Global & Regional

Liaison: with the Global Funding Team

Timing: Short Term during period 1st April to 30th Sept. 2021

Consultancy: It is envisaged that the tasks outlined below maybe broken up into more than one consultancy and maybe conducted by more than one consultant with different elements taking place at the same time / different times.

Purpose & Scope: This Procurement Consultancy is intended to build capacity of key country program staff through the development of online training modules, a helpdesk and FAQs (LWF Procurement Manual). In addition, a Procurement Process Review and Support is also planned, targeting a specific country program during this consultancy to ensure that adequate levels of quality and compliance are in place. The other key responsibility is to develop a global logistics manual providing clear and concrete guidelines for practitioners managing logistics in the Country Programs.

An overview of the tasks, timing, costs, expected results and deliverables are provided below.

Task: Procurement Training, capacity building & Remote Support

Details:

1.1 Conduct online procurement webinars & workshops for key staff in Country Programs (CPs).

Timing:    By 30th Sept 2021  

Expected Results‘: x’ Trained staff in ‘x’ CPs (Aug 2019 v.3 version of LWF procurement Manual). A short report documenting details of the trainings conducted.

Comments: Resources: using existing powerpoints

Details:

1.2 Develop standardized, concise, practical and up to date interactive training materials and modules to be available on demand on FABO (training platform) as future training for LWF staff in CPs.

Timing:   By 30th Sept 2021

Expected Results: Package of interactive ‘x’ training modules (developed, proven and tested) on the LWF Procurement Manual –available online on FABO.

Comments:  ENG language versions to be translated into ESP and FR

Details

1.3 Establish an on demand help desk (email address) to provide ongoing support and technical advice on procurement to country programs

Timing:  By 30th June 2021

Expected Results; Accessible email help desk – to direct procurement related related questions from CP’s (country programs)

Details

1.4 (And at the same time) to develop a FAQ document which can then be used in the longer term to support CPs (and be part of the training module)

Timing: By 30th June 2021

Expected Results: FAQ sheet posted on website intranet and Share Point accessible to all CP’s

Comments: Case studies, templates, practical examples, and the training modules will help to provide quality and review elements needed for some tasks

Procurement Compliance

Details

2.1 To develop a comprehensive ToR for a Procurement Process Review  & Support (PPRS) – for future application in selected CP         

Timing: By 30th April 2021  

Expected results: A Final ToR for a PPR & S exercise.                 

Comments: to include observations and clear recommendations

Details

2.2 To conduct an on-site visit to selected CPs and carry out a PPR & S exercise

Timing: By 30th June 2021

Expected results: Clear observations, recommendations and actions                   

Comments: Regional consultants will be identified. If budget is available 4 such exercises will be planned in 4 CPs in 2021

3.Logistics Guidelines

Details

3.1 To develop clear and practical guidelines on logistics management, including asset, stock management, warehousing and transport management.

Timing: By 30th Sept 2021   

Expected results: A Global Logistics Manual – providing clear and concrete guidelines to field practitioners and managers

Comments : Will collect and review several examples from CPs and then sift and sort and develop one comprehensive global manual

Details

3.2 Develop standardized, concise, practical and up to date interactive training materials and modules to be available on demand on FABO (training platform) as training for LWF staff in CPs on the newly developed guidelines on logistics management

Timing: by 30th Sept 2021   

Expected results :Package of interactive ‘x’ training modules (developed, proven and tested) on the LWF Procurement Manual –available online on FABO.

Comments: ENG language versions to be translated into ESP and FR.

Special Skills, Aptitude or Personality Requirements:

1. Hands-on experience (3-5 years) in managing procurement and logistics in humanitarian/development sector.
2. Training skills needed for the training and developing training modules
3. Familiar with digitalized procurement systems and processes
4. Good communication skills and ability to build capacity of staff.
5. Empathy with LWF’s vision and values

 Reporting Lines:

The Consultant(s) will report to the Global Finance Coordinator

 Persons to work with:

• Liaise with the Global Funding Coordinator and Officer as the focal points for this consultancy and with RPCs (Regional Program Coordinators) and various LWF Country Programs heavily involved in procurement

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Purpose of the position

The purpose of this position is to support achievement of Procurement and Logistics quality services and departmental objectives in Dadaab refugee Camp. The position reports to the Logistics Officer and works closely with Store Assistant.

Duties and Responsibilities

1. Sourcing quotations from our pre- qualified suppliers and analyzing them.
2. Ensuring right descriptions of items and sample are provided where necessary
3. Processing documents for several signatures as required by the policy.
4. Providing Clerical services such as processing purchase order.
5. Providing systematic and organized filling system for all reports both in soft copy and hard copy.
6. Preparation of payments on time such as forwarding all serviced invoices to Finance for payments.
7. Making all follow ups with suppliers to supply goods within the time given.
8. Sending out tenders and preparation of selected tenders Contracts when necessary.
9. Ensuring the right goods are bought at the right quality and the right quantity.
10. Making follow ups to  suppliers payments to ensure that they are paid on time and no delays in supplies
11. Notifying the program any changes in prices in the market.
12. Making sure that any complaints launched by the suppliers reach to the logistics officer.
13. Notifying the suppliers any changes in the management operations on time.
14. Organizing of catering roasters in a systematic order to empower Refugee hotels in Catering Services in case of any workshops done in the Camp.
15. Liars with Nairobi Procurement to ensure that all goods bought in Nairobi reach Dadaab on time when they are needed.
16. Labeling of both files and books according to procurement documents.
17. Preparation of weekly reports, monthly reports, annual reports and any other reports as required by the logistics Officer.
18. Issuing of all ready Contracts and PO, s to the contractors and suppliers.

 

Qualification:

1. Diploma in Supply Chain Management ( Requirement)
2. Registered and member of a relevant professional body like KISM ( Requirement)
3. Degree in Supply chain Management is an added advantage

1. 2 years Minimal Practical Experience.
2. Experience gained working with an International Humanitarian NGO will be an added advantage.
3. Previous work experience in hardship, marginalized areas or emergency setting
4. Proficiency in English and Kiswahili language both written and spoken.

Skills and competencies:

1. Knowledge of procurement processes, policies and procedures
2. Strong emphasis on accuracy and detail
3. Ability to handle multiple projects simultaneously to meet goals and deadlines
4. Proficient in Microsoft Office programs, such as Excel
5. Good time management and organizational skills
6. Basic mathematical knowledge

Personal Attributes:

1. High level of motivation, integrity, commitment and professional responsibility.
2. Ability to tolerate cultural, educational and religious diversity in the work place
3. Excellent communication, time management, organization and presentation skills.
4. A good team player with high degree of initiative, flexibility and tolerance