Procurement Manager at Marie Stopes

OBJECTIVES:

• The Procurement Manager is responsible to the Director of Procurement and Logistics for the routine purchasing and logistics operations, ensuring that it works with and delivers efficient and effective procurement logistics support to the KFW programme.
• This includes handling purchaser requisitions, conducting competitive procurement, raising purchase orders, liaising with the warehouse and freight forwarders, and maintaining records.

KEY OBJECTIVES:

• Maintain and record a working knowledge of the Global procurement process including incoterms, production lead-times, PO system, etc. 
• Ensure that Purchase Order systems are always kept up to date. 
• Maintain a thorough understanding of MSI procurement policies, follow the processes fully, and provide a good level of technical support as required.
• Maintain all order documentation (incl. shipping documents, testing results, etc) in Tradogram as necessary for full audibility in accordance with our Procurement policy. 

Strategic Procurement

• Undertake, assist, and advise on the running of competitive bidding process (RFQs and tenders) as per donor specifications.
• Analyse and report costs and assist in the negotiation of best pricing and terms for goods/services on an ongoing basis. 
• Lead the procurement process for all goods and services on the project.
• Utilise usage and purchasing patterns to monitor the orders and highlight any anomalies to the Procurement Specialist 
• Compile reports on monthly and year-end Purchase volumes and value to provide to finance teams.
• As requested, compile monthly and quarterly data on ordering trends, supplier spending, etc. 
• Assist with the production of reports on commodity donations. 
• Assist with the development of Product Reviews and updates, as requested. 
• Liaise with suppliers to ensure the agreed service levels or contract terms are met, escalating issues to the Procurement Specialist where necessary. 
• Introduce KPI management over our suppliers and feed this information back to suppliers during annual appraisals. 
• Assist in the maintenance of the legal contract database.
• Efficiently liaise with donor focal points

Team collaboration

• Provide ongoing technical support to individual global procurement functions and SMT members on procurement best practices, MSI, and donor procurement policies. 
• Assist with the provision of training and workshops, as and when required. 
• Maintain a thorough understanding of MSI and donor procurement policies and keep up to date on developments in the field of procurement and supply chain, to provide a good level of technical support. 
• Maintain and review an accurate filing system of documentation (proposals, quotations, tenders, catalogs, etc) 
• Maintain a procurement tracker for MSIN procurement transactions.
• Maintain and review the filing of all branded commodities, including samples of authorised artwork, registration certificates, independent testing results, etc. 
• Pass on relevant information to other team members as required. 
• Collaborate with all Global Supply Chain team members on a regular basis and to achieve KPIs and donor requirements.

REQUIRED, SKILL, EXPERIENCE & QUALIFICATION:

To perform this role, it is essential that you have the following skills:

• Ability to work in a diverse and inclusive environment: respecting and collaborating with all individuals equally, and with a commitment to overcome bias and prejudice.  
• Good Communication: communicates clearly, verbally and in writing across the organisation & across all levels of the business. Can adapt communication to increase impact in different contexts. 
• Good Team working ability to quickly and effectively build relationships and establish high degree of trust and respect and highly sensitive cross-cultural skills recognising the wide variation in supply chain skills in emerging countries. Empowers team to take action. 
• High planning & organising skills: High level of ability to initiate and lead supply chain tools development to completion and sensitive to change management requirements to ensure successful embedding of new systems within low-resource countries. Good at follow-through on projects and initiatives. 
• Strong analytical skills: can easily translate supply chain KPIs into something an organisation understands and responds to. Strong attention to detail  
• Good problem resolution skills: recognises the challenges of low resource settings and can respond well with solutions that meet the needs of global standards whilst meeting the needs of country programmes. Good at testing alternatives to identify an optimum solution. Isn’t afraid to ask for support when needed.

To perform this role, it is essential that you have the following experience:

• BSc. in Procurement, Supply Chain, Accounting, and other related field. Additional Master’s degree will be an advantage
• Previous experience working under EU procurement guidelines
• Previous experience managing local and international tenders
• Fluent written and spoken English (essential)
• IT literate (Microsoft Word, Excel, Outlook, etc) (essential)
• Regulatory training and trained in Good Distribution / Manufacturing Practice (Desirable)