Procurement and Log Assistant at Sirri Care Foundation

Role Summary 

• The Procurement and Logistics Assistant is responsible for assisting the Sirri Care project with efficient coordination and management of procurement functions. Supply Chain must be able to rapidly procure program supplies, services, and equipment, whilst ensuring best practices and maintaining audit-compliant records.
• The Procurement and Logistics Assistant ensures that all purchases of goods and services are done transparently, at the best available price, and in compliance with Sirri Care and donor procurement policy and procedures.
• The Procurement and Logistics Assistant ensures the provision of logistics support to project staff in a timely and efficient manner. 

Major Responsibilities

Procurement Planning

• The Procurement Assistant is responsible for working closely with the Program Manager, Other Operation Staff, and internal and external stakeholders to ensure effective procurement planning and preparation to support program implementation. Supply chain planning includes –
• Preparing and implementing procurement plans
• Implementing all Sirri Care procurement SOPs
• Collecting, organizing, and analyzing data
• Monitor supply market and conduct market surveys & analysis.

Procurement

• Support with implementing procurement plans & strategies and ensure all program procurement needs are met on time following Sirri Care and donors’ standards. This includes: -
• Support in the development of procurement specifications - Processing approved Purchase requests and ensuring data accuracy.
• Request for quotations/proposals.
• Participate in tender meetings & evaluations.
• Prepare bids analysis and other bidding documents for approval.
• Conduct negotiations with suppliers that are transparent and documented.
• Demonstrate value for money in procurement.

Contract Management

• Preparing and executing contracts for recommended bidders
• Timely renewal of running contracts.
• Execute contracts against set performance indicators.
• Responsible for managing contracts and supplier performance to ensure that terms & conditions, and standard operating procedures are adhered to.

Supplier Management

• Support with managing supplier relationships and performance to ensure that there is precise record keeping. This includes: -
• Maintain supplier's file and documentation.
• Documents supplier performance
• Maintain supplier performance scorecards.

Compliance and Ethics

• Assist in implementing donor rules & regulations for all procurements (including any specific departmental procurement task assigned), Identifying and analyzing compliance risk in procurement processes through: -

• Implementing due diligence for suppliers, this includes conducting reference checks, supplier visits etc.

• Provide consistent and constructive support to other departments to ensure compliance with policies and procedures.

• identifying and reporting procurement red flags,

• Implementing internal and external audit corrective action plans (CAPs)

Reporting

• Support with developing and updating the procurement plans (assigned) as required.
• Submit a weekly list of internal and external commitments (PR-PO Tracker) to the Program Manager.
• Periodic sharing of non-active PO to the technical team for cancellation.

Logistics - 

• Ensures that daily and weekly vehicle and stand-by generator inspections are performed and that regular servicing is carried out.
• Facilitates the repair or recovery of vehicle and generator breakdowns when required, including repair/recovery outside of working hours; follows up on periodic services of the vehicles.
• Ensures that assets are received, coded, and registered in the assets register and ensures disposal of assets is carried out according to existing policies and specific donor rules.
• Assist to coordinate and update the daily movement board (Airport drop-offs/pick-ups and movement within/outside the town).
• Ensure that vehicles are checked daily and roadworthy, logbooks are maintained and records of all vehicles.
• Use systems and processes to ensure a smooth and timely flow of work.
• Perform other administrative job-related duties and functions for the office, as may be assigned by the supervisor.

Experience:

• Approximately 2 years of professional experience in procurement

Qualifications:

• University Degree in Business Administration, Purchasing and Supply Management, or a related field from an accredited academic institution

Requirement:

• Knowledge of generic procurement procedures and practices.
• Demonstrated success as a procurement leader within the supply chain including planning, procurement, and logistics
• Good collaborator and influencer with effective interpersonal and analytical skills who can work seamlessly across cultures, organizational units and suppliers.
• Knowledge and experience in procurement plans, strategies, market analysis techniques, procurement and contracting
• Good analytical and negotiation skills
• Excellent skills in conducting market analysis and sourcing strategies.
• Able to work effectively in a highly matrixed structure
• Good mathematical skills.