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  • Posted: Oct 5, 2017
    Deadline: Nov 3, 2017
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    The International Rescue Committee is a global humanitarian aid, relief and development nongovernmental organization.
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    Procurement & Logistics Manager

    Job Description

    Position Overview

    The Procurement and Logistics Manager is responsible for the efficient coordination and management of all procurement and logistics functions for the assigned office/program and field support. The position will also be responsible for the standardization of policies and good Procurement and Logistics practices across all the field sites and will require regular travel to provide technical support to the field-based procurement and logistics staff, sometimes in insecure and complex locations.

    Responsibilities Specific responsibilities include:

    Compliance

    • Assist in the development of in-country Procurement and Logistics policies and procedures in compliance with the IRC standards.
    • Monitor the policies and procedures to ensure that they are kept updated and relevant to the in country situation and IRC programming requirements.
    • Ensure that compliance with policies is documented through systematic and random verifications of policy implementation and Procurement and Logistics records, based on a schedule agreed with supervisor.
    • Ensure that issues of compliance are standardized across all field sites.

    Procurement Management

    • Focal point for all local, regional and international procurement for timely and quality delivery.
    • Responsible for creation and management of list of Authorized Suppliers, using IRC's selection and pre-qualification processes. Update list on a regular basis and circulate to relevant staff.
    • Responsible for Due Diligence checks (supplier references, site visits, historical data, anti-terrorism compliance) for Authorized Suppliers and Contracted Suppliers.
    • Manage Contracted and Authorized Suppliers in terms of quality, delivery time, value for money, etc.
    • Conduct regular market surveys in key procurement categories to ensure that IRC is receiving best value for money.
    • Prepare Requests for Proposal and manage contract/tender processes.
    • Follow up with relevant units, internal or external on documents and ensuring all procurement records are complete and accessible
    • Prepare monthly Purchase Request Tracking report and consolidate all Purchase Request Tracking from Country field office reports.
    • Analyse Purchase Request Tracking in order to ensure that all procurement is carried out efficiently and in a timely manner.

    Logistics Management

    • Update as per IRC requirements, the Asset register, Asset inventory list and expendable store inventory list and produce monthly reports.
    • Responsible for arranging and overseeing the air transportation of goods in accordance with IRC procedures and program and field priorities, including customs issues, documentation, follow-up and filing.
    • Undertake (documented) monthly and ad-hoc physical inventory checks.
    • Work with the field team to ensure that vehicles are prepared for routine and emergency security requirements.
    • Provide on-time, standard monthly transport reports, including fuel consumption report, maintenance report and any other reports requested by Supervisor.

    Administration and field support

    • Prepare relevant inputs for Finance-related reports such as Cash Projections and BvAs.
    • Arrange local, regional and international travel as required including flights, ground transport and accommodation.
    • Ensure visas and work permits are obtained, tracked and renewed on a timely basis.
    • Responsible for all office and other IRC managed facilities and supplies.
    • Provide technical support and compliance oversight to field sites including through field visits and remote support.
    • Act as focal point for safety and security reporting from field sites.

    Training & Outreach

    • Organize Procurement and Logistics trainings for both program and operations staff on a regular basis.
    • Develop and maintain an effective orientation package, and ensures that new staff members are appropriately orientated on Procurement and Logistics policies and procedures in a timely manner.
    • Ensure that Procurement and Logistics department maintains cooperative relations with other departments, and interacts with them in a positive manner.Identify training needs for Procurement and Logistics staff and make recommendations.

    Minimum Qualifications Experience:

    Experience in administration and management, with not less than five years as Procurement and/or Logistics Manager or similar position, three years of which must have been spent working with an international NGO.

    Skill and Abilities

    • Ability to write narrative and analytical spread sheet reports
    • Proven computer literacy in MS-Word, MS-Excel MS-Access or related programs required
    • Ability to plan, prioritize, coordinate and perform multiple tasks simultaneously
    • Ability to work under pressure and to meet deadlines
    • Spoken and written fluency in English desired
    • Willingness to put in extra hours in emergencies
    • Willingness to travel to the field
    • Systems oriented individual
    • Good team player

    Method of Application

    Interested and qualified? Go to International Rescue Committee on www.aplitrak.com to apply

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