Job purpose
The Manager Supply Chain, East and Southern Africa (ESA) Region, will serve as the lead for Supply Chain and Engineering section of the Evidence Action Safe Water Program currently operating in Kenya, Uganda and Malawi. Current Safe Water Program interventions include Dispensers for Safe Water (DSW) and the In-Line Chlorination (ILC) pilot program.
This position will report to the Associate Director Safe Water Program. The role will have 1 direct report; the Associate Manager Engineering and 2 indirect / dotted line reports in Malawi and Uganda: Associates Engineering. The Manager Supply Chain works closely together with the regional Procurement Manager.
Duties and responsibilities
- Directly manage the supply chain of all program inputs for operations of the DSW and ILC programs in Kenya, Uganda and Malawi, including ensuring accurate forecasting and budgeting of program input requirements.
- R&D: With the Engineering team, identify, design and test modifications and improvements to increase dispenser lifespan and reliability.
- Manage the operation of the Nairobi based Regional warehouse.
- People Management: line-manage the Associate Manager Engineering.
- Support the in-country Associate Engineering Managers.
- Financial Management: In collaboration with Safe Water Program Managers, Country Directors and support functions, take the lead in developing and managing the annual program inputs forecasts and budgets.
- In close collaboration with the Regional Procurement Manager engage with EA external suppliers to ensure effective and cost-efficiency in supply chain.
- Any other duties assigned to him/her.
Key performance Indicators
- All DSW and ILC program supplies have been forecasted and budgeted for in accordance with annual work planning (and adjusted as needed)
- All program supplies are procured and distributed ensuring continues program implementation without supply related interruptions
- Cost per dispenser is not negatively impacted by preventable supply chain failures / inefficiencies
- Any other duties assigned to him/her
Qualifications
The Manager Supply Chain will have at least 5 years of experience leading and managing regional supply chains and an interest in expanding their horizons within a mission-driven organization committed to impact at scale. S/he must be excited about leading a cross-cutting team within an organization that sees learning and the use of rigorous evidence as central to its mission and is motivated to actively ensure that this approach is deeply embedded into all programs.
Qualifications include:
- Bachelor’s Degree in relevant field; advanced degree preferred.
- Registration with KISM is a must.
- Minimum 7 years of experience, preferably in program management.
- Experience working on supply chains related to access to safe water, health, nutrition or WASH.
- Exceptional people management skills, inclusive of internal and external stakeholders; able to work effectively in a “matrixed” environment.
- Highly results oriented in approach to designing and implementing programs.
Working conditions
- The Manager Supply Chain role will be based at the ESA region support office in Nairobi.
Physical requirements
- This role requires regular regional and occasional international travel, including travel into least developed rural areas.
Direct reports
- Associate Manager Engineering – Kenya
- Indirect / dotted line report Associate Manager Engineering – Uganda
- Indirect / dotted line report Associate Manager Engineering – Malawi
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Job purpose
- This position will have primary responsibility in the oversight of the regional procurement function for Evidence Action across its countries of operation in the East and Southern African Region. This will include providing direction to the country procurement teams and liaising with the country leadership to coordinate the procurement staff across the region. Unique challenges in the different operational geographies will require creative problem-solving.
- Regionally, the position will be responsible for ensuring alignment, coordination, and compliance with the procurement policies, processes/procedures, and systems.
- The Manager, Procurement will act as a resource and/or coordinate resources between Regional and country offices and perform other duties as defined by the department lead/regional leadership.
- The position holder will be focused in ensuring the lifetime cost of a product is minimized and that the procurement sourcing approaches/systems are well-designed and cost-effective.
Duties and responsibilities
Under the guidance and supervision of the Director, Finance & Administration, the Manager, Procurement will provide management support in a variety of processes/transactions in implementing procurement and contracting of commodities, materials, equipment and services for Evidence Action – East and Southern Africa Region, while ensuring high quality and accuracy of work. He/she will use his/her own discretion to address unforeseen situations, seeking advice from and/or reporting to the supervisor as applicable. The Manager procurement will liaise with heads of departments/programs to ensure best support to internal clients of the unit. In performing his/her work, the manager procurement will promote a client, quality and results-oriented approach.
Key Functions:
1. Support the management/coordination of procurement support services in the region by:
- Taking lead in the coordination of the regional procurement support activities, ensuring compliance with Evidence Actions regulations, policies and strategies relating to Procurement, by incorporating the necessary steps to ensure sustainability in the procurement processes within the organization.
- Supporting country teams in the compliance of submissions to the Procurement and Tender Committees.
- Coordinating the regional management for routine market research to determine sources of supplies, using available resources.
- Reviewing and signing off to the regional supplier database and ensuring regular update of the data is done.
- Take lead in ensuring that all procurement files and records are updated and maintained by country procurement teams.
- Reviewing monthly or periodic procurement status reports from country teams for further country and regional management review as required;
- Be the point person for all procurement audit queries in all countries during the statutory and project audits.
2. Procurement planning, requisitions and sourcing
- Take lead in management of the organization’s annual procurement planning by:
I. Collaborating with country leads and departmental leads in the preparation of their procurement plan, awarding, administering and monitoring of all matters related to procurement for the given geographical area / project activity.
II. Coordinating the maintenance and updating of procurement monitoring processes for projects and provision of feedback to country leads.
- Management of proper and complete specification for equipment and materials, Job Profiles and Statement of Works for the preparation of RFP, RFQ and ITB, ensuring clearance/approval by respective units of the requests.
- Coordinate the monitoring of progress and liaison with vendors during the entire procurement cycle; investigation and resolution of post-order problems and of progress reports on procurement matters.
3. Bidding and tendering processes
- Support country teams in the bidding and tendering processes, focusing on achievement of the following results:
I. Preparation of shortlists of suitable contractors/suppliers for purchases.
II. Preparation and issuance of EOI, RFQ, ITB, RFP or other tender documents as required.
III. Together with the requesting department support review and evaluation of bids or proposals received and preparation of analysis for submission to the Procurement or Tender Committees.
IV. Coordinate the setup of Procurement and Tender Committee meetings as may be required.
V. Take lead in all regional and country strategic procurements.
4. Vendor contracts administration
- Support country teams in ensuring efficient contract administration, focusing on achievement of the following results:
I. Follow-up signing of contracts by vendors.
II. Dissemination of contract advertisement and awards.
III. Maintenance of contracts and filing system.
5. Imports and Exports:
- Manage the entire international procurement cycle, including but not limited to sourcing for bids, analysis, issue of Purchase orders, expediting orders, receipt of orders, inspection, verification of invoices and processing of payments.
6. Team Management
- Facilitates the engagement and provision of high-quality results and services of the country teams by offering technical support in work planning, performance management, coaching, and promotion of learning and development.
- Provides oversight, ensuring compliance by country team members with existing policies and best practices.
- Working closely with the Country Lead, ensure high performance of the relevant procurement teams in the region.
7. Supply Chain Support
- Working closely with the program leads and the supply chain lead, ensure all program supplies are ready for distribution as per the agreed delivery dates.
Key performance Indicators
The key results have an impact on the execution of the role in the Region:
- Procurement Service management in terms of quality and accuracy of work completed in the region.
- Accurate data entry and financial information, presentation of information and client-oriented approach enhancing the Procurement Unit’s capability as an efficient department.
- Cost effectiveness of all procurement systems and approaches in the region by ensuring value for money.
Qualifications
- Minimum bachelor’s degree in Procurement and /or Supply Chain Management.
- A Masters’ degree in procurement or Supply chain management and/or CIPS certification is an added advantage.
- Membership of KISM a must.
- Experience in the use of Google Suite applications as well as in handling of web-based management systems is desirable.
- A Minimum of 5yrs work experience in a position with similar responsibilities in a multinational organization.
Working conditions
The official working hours are 8:00am to 5:00pm from Monday to Friday. However, this job requires a flexible person as one may work beyond official working hours including weekends..
Physical requirements
This job is not physically demanding but good physical and mental health are key.
Direct reports
- None.
- Technical support to country procurement teams in the ESA Region.
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