Country Procurement and Logistics Manager

WeWorld

Main tasks and responsibilities

General Responsibilities

• Ensures strict application and respect of WeWorld and Donors procurement procedures and guidelines
• Ensures adherence to the Global Manuals and guidelines in Country
• Ensures the procurement and Logistics Department and its teams are involved and contributing to every step of the supply chain and project cycle to ensure efficiency
• Implement capacity building sessions for the procurement and logistics team through specific training plans based on periodic capacities assessment
• Ensures the Proc&Log HR setup is proactively and properly sized to the level of operations
• Ensures the team under his/ her supervision respects HR and ethical standards
• Ensures smooth collection and/or dissemination of relevant procurement and logistics information at mission level by maintaining optimal coordination routine system and tools (meetings, reports, situation points)
• Establish and maintain a pro-active inter-departmental communication and collaboration with Finance and Program
• Regularly participate to coordination meetings, workshops, and working groups related to Logistic conducted in Country or online; promote ad hoc meetings with partners and other actors in Country
• Support the Country Representative in conducting Risk Assessment and tailoring Risk Mitigation Measures
• Supporting the implementation of the safety and security of the WeWorld staff and premises, under the supervision of the Country Representative or his/her delegate.
• Provide extended supervision to field offices
• Participates in audits processes, ensuring the logistics and procurement documents are timely available

Procurement

• Supervises and support the management of Procurement Procedures in accordance to WeWorld Global Procurement Manual and Donor Guidelines from the planning to the completion
• Supervise the creation and update of Project Procurement Plan by participating, in coordination with Programme team, in the definition of initial Project Procurement Plans and follow-up updates.
• Directly manages the high value procurement processes and all the other procedures in case of gaps or specific needs
• Establishes Contract Management routine throughout project cycle including the close follow up on complex Contracts
• Ensures procurement documents and files are archived and organized according to Archiving Guidelines to ensure effective organization and compliance for audits and reviews
• Enforces Performance management processes for evaluating new/existing vendors and record information
• Establishes a specific Procurement strategy for ensuring high quality procurement processes and outputs
• Forecasts all upcoming launches and status updates as to balance the Procurement workload in accordance with projects goals and timing

Fleet Management

• Supervises the optimization of the fleet
• Ensures the respect of standards vehicle management procedures
• Supervises the general follow up of the mission vehicles and reports (consumption checks, maintenance movement planning )
• Conducts spot checks of vehicle condition and equipment

Assets/ Equipment Management

• Ensures the respect of standard procedures and ensure the implementation of specific controls/checks
• Ensures the correct management and the follow up of the equipment used on the mission (asset/equipment management database, coding, distribution, handover)
• Ensures regular inventory are done and feed properly the mission s procurement tactics

Warehouse and Premise Management

• Supervises and supports the Logistics team to ensure the office has necessary supplies and equipment and all items are well maintained
• Provides advice and guidance on all warehouse management related matters and conducts on-the-job training to warehouse management

Reporting

• Centralizes all logistics information available on the mission and consolidates the required monthly reports
• Assess logistics intra and inter department reporting quality for accuracy, punctuality and effectivity and support logistics staffs in deploying effective reporting structure
• Is responsible for preparing supplies/service provider data base and draft resource map for existing projects
• Supervise the use of procurement tracking tools (PRFU, CFU, derogation tracker, PPP tracker)
• Provides inputs of procurement data for Interim and final procurement reports in accordance with donor requirements

Security Management

• Participation in context analysis and information gathering alongside the Country Representative
• Define, update and monitor the effectiveness of the security plan at national level under the supervision of the Country Representative
• Contributes to the implementation safety & security guidelines, SOP & plans
• Supports the preparedness (check contingency kits, first aid kits etc.) to evacuation and contingency plans
• Participates actively to logistics and security coordination as well as information meetings

HR Management

• Establishes the work schedule of the logistics team in Country, delegates activities and monitors their execution
• Supports, coaches and evaluates the mission's logistics and procurement staffs
• Organizes training courses for Country logistics and procurement department, in particular by running workshops on various logistics and procurement topics
• Forecasts logistics and procurement HR requirements and structuring the department (lead in the recruitment process whenever necessary)
• Briefs all new employees (national and expatriate) on logistics and procurement procedures, templates, chain of communication, etc.