Summary
Date Posted: Friday, March 04, 2022 , Base Salary: Not Disclosed

JOB DETAILS:
Job Description: Procurement & Logistics Officer at VSO
Responsible to: Senior Accountant
Country: Tanzania (Dar es Salaam)
Job purpose
The role is responsible and accountable for the implementation and monitoring of Programme procurement for goods and services for the VSO Office. The Procurement & logistics Officer will lead on complex and specialist procurement activities. This must be carried out in an ethical, transparent, fair, value for money and efficient manner in line with VSO International, donor and government policies. This role includes overseeing and ensuring logistics and procurement activities are undertaken in line with VSO policies and procedures

Duties
Procurement planning
• Working with Programme teams to ensure understanding of lead times and procurement processes
• Working with Programme teams to ensure individual Programme Plans are up to date and provided to the Procurement Team in a timely manner
• Ensuing one consolidated Procurement Plan exists for the office
• Using Procurement Plans to decide what actions can be taken to drive economical and efficient procurement within the office, e. g. setting up contracts/ preferred suppliers

Budget & forecasting – ensuring the Procurement Team is involved and follow up where relevant Procurement training/ Policy
• Ensure Country Office Procurement Policy includes any local legislative requirements
• Ensure the Procurement department carry out procurement training/ inductions. Escalate and discuss procurement training requirements to Global Procurement
• Increase awareness of department’s function and profile within VSO CO

Procurement of high value and complex goods/ services – ensure that the Policy is followed and best practice is followed across purchasing activity.
• Liaise with Global Procurement for procurement of Vehicles, Medical, Construction, complex items and tenders
• Ensure the correct procurement templates and fit for purpose specifications are used, due diligences are carried out, and corrects are set up appropriately
• Lead high value and complex tenders, ensuring there is the appropriate level of technical expertise where needed/relevant

Procurement activity
• Oversee that all low level procurement is carried out by the Procurement Team appropriately and in line with the Procurement Policy
• Ensure there is a good procurement tracking system in place and relevant staff are kept informed in a timely manner
• Ensure Procurement Team understand internal and external lead times and procurement best practice • Ensure staff understand and are able to perform logistics functions e.g. logistics relating to customs clearance and freight, where required
• Work with Finance to ensure there is an efficient process for supplier payments and procurement document archiving
• Ensure all vehicles are road worthy, well maintained, insured and compliant with VSO, donor and government policies.

Supplier management
• Handle complex supplier negotiations and dispute resolution
• Ensure the Procurement Team is aware of legal and contractual obligations and is compliant with relevant legislation. Escalate queries to Global Procurement/ Legal where required
• Ensure the office have appropriate and maintained supplier lists in place (e.g. database and contracts register)

Logistics activity
• Ensure the office has an appropriate stock management process in place, e.g. allocation, replenishment, stock inventory checks, disposal
• Ensure the office follows the VSO Finance Manual and donor requirements for asset management, tagging and disposal.
• Ensure required maintenance is carried out by the Procurement Team

Staff Management
• Ensure appropriate individual staff objectives are in place and monitor performance
• Delegate and assign procurement work effectively
• Provide support and mentoring for staff and build a cohesive and effective procurement team

Key Performance Indicators (KPI’s)
• Procurement Best Practice: Ensure procurement processes and activity reflect procurement best practice. This includes making recommendations for new initiatives and ways of working
• Quality procurement: Ensuring quality of goods and services procurement by VSO
• Delivery: Timely delivery of the correct items in the right quantities and at the right location
• Value for Money: Ensure process is followed to ensure value for money is found and knowledge of markets is sufficient for purchases
• Reflective and Realistic Budgets: Support departments in capturing the right costing in the budget for the planned procurements
• Transparency: Ensure a fair and transparent process for sustainable relationships with suppliers and audit compliance
• Training: Ensure Procurement inductions/ trainings are carried out in the office
• Good relationships: Ensure good relationships are in place with internal stakeholders and suppliers. This includes reviews being undertaken to ensure efficiency and cost effectiveness is maintained (including setting up KPI’s and reviewing them). This includes feedback from them and others.
• Communication: Ensure Procurement Manager is informed where needed
• Logistics activities: ensure stock and asset management is performed appropriately. Ensure maintenance is carried out in a timely and efficient manner

Competencies
• Working Together: Strength Successfully leads teams and develops others’ team working
• Communicating and Influencing: Strength Inspires others by: advocating plans and ideas within and outside VSO; maintaining a wide, influential network; coaching
• Managing Knowledge: Strength Leads initiatives that improve knowledge management across VSO; develops others’ knowledge management skills
• Striving for Excellence: Strength Leads initiatives to improve monitoring, evaluation and learning; is a role model for continuous learning and improvement.
• Managing Resources: Adds Value Organises own and others’ work to meet objectives; clarifies accountability of roles; allocates budget wisely; seeks ways to generate and save money.
• Leading for the Future: Adds Value Actively promotes VSO’s work and values; recognises others’ success; generates and implements new ideas.
• Thinking Strategically: Adds Value Makes decisions based on a range of internal and external factors and longterm impact; consults widely across disciplines.
• Delivering Results: Adds Value Analyses objectives, considers options, plans and manages appropriately; holds self and team accountable for achieving goals.
• Managing People: Adds Value Builds an effective team with clear objectives; allocates work appropriately; deals with poor performance and recognises success.
• Developing People: Adds Value Helps team members to create and implement clear development plans that meet their own -and VSO’s - short and long term needs.

Skills Required
• Essential: Formally recognised qualification in procurement (or equivalent experience).
• Experience and knowledge of Public Procurement.
• Experience of working in a dedicated procurement function for a minimum of 5 years.
• Experience of managing a team Broad skills across the Procurement function/process.
• Experience in the preparation and operationalisation of procurement plans
• Experience of end to end project management including budgeting and risk management.
• Experience of developing, implementing and monitoring SLAs and KPIs.
• Experience of negotiating, monitoring and enforcing contracts and understanding contractual obligations. Well-developed planning and organisation skills.
• Ability to work effectively with minimal supervision.
• Confident and clear oral and written communication skills.
• Experience of proactively building and managing positive working relationships internally and externally with ability to manage difficult situations and remain calm under pressure.
• Ability to effectively influence and negotiate with stakeholders.
• Experience of developing and delivering training internally.
• Must be able to use Microsoft Office applications efficiently.
• Must be fluent in English Beneficial: Experience of working in a multilocation environment.
• Experience of managing budgets and reporting progress.

Education Requirement: No Requirements

Job Experience: No Requirements

Work Hours: 8

Job application procedure
Apply at: https://www.vsointernational.org/about/careers/procurement-and-logistic-officer-a0m3z00000ft9jyaad 
The deadline for submitting the application is 17 March 2022.

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