Procurement and Logistics Manager – Samaritan’s Purse
Purchasing and Procurement
Samaritan’s Purse
Samaritan’s Purse (SP) is a non denominational evangelical Christian organization providing spiritual and physical aid to hurting people around the world. The organization has helped meet the needs of people who are victims of war, poverty, natural disasters, disease and famine and operates in various regions around Ethiopia.
About Samaritan’s Purse
Samaritan’s Purse is a nondenominational evangelical Christian organization providing spiritual and physical aid to hurting people around the world. Since 1970, Samaritan’s Purse has helped meet needs of people who are victims of war, poverty, natural disasters, disease, and famine. Samaritan’s Purse is privileged to be part of the humanitarian effort in Ethiopia and legally registered as foreign charity to work in Ethiopia since October 08, 2018.
Open Position: 1
Duration of Contract: December 31, 2024.
JOB SUMMARY
The Procurement and Logistics Manager is responsible for directing and coordinating all regional office resources and support personnel for optimal operating capacity. Additionally, the Logistics & Procurement Manager will provide strategic oversight and leadership to the country office in the areas of logistics and procurement. The position will liaise with the rest of the team for operations and Logistics to ensure all procedures and procurement policies are adhered to.
KEY RESPONSIBILITIES
· Responsible to work with each procurement person to create and implement a work schedule to provide a guide in accomplishing their daily tasks. Meet with the procurement and Logistics coordinators on a regular basis to encourage, support and gather information regarding the status of PR’s and procurement packages.
· This will include proofing all completed packages including Purchase requests, Supplier quotes, Quote analysis, vetting documents, Purchase orders and contracts before giving to the Sr. Operations Manager.
· Participate when needed to purchase supplies, obtaining quotes, invoices, receipts and supplier information and other documents. Required to review information entered into Excel spreadsheets and documents for accurate asset tagging and recording.
· Responsible for proper functioning of warehouse, fleet and base operations management
· Provide regular up to date procurement, fleet and expense tracker
· Responsible that accurate vetting is completed and provide guidance on how vetting is done efficiently and with accurate information. This will include making sure the vetting information is updated in the supplier database and the CD approval is completed.
· Responsible for asset and resource registration, scanning, Tracking and locating assets
· Assisting and advising programs on procurement policies and the separation of duties
· Responsible for all tender processes including creation of the announcement, handling the closed bids, Leading the meeting, and managing the package to its completion. Support continuous up-to-date effective communication channels and accurate flow of information between field sites and the operations department.
· Liaison between country office operations and leadership and provide regular operations update and responsible to run the local tender and pkt preparation
· Manage the procurement processes in regional and country office and oversee sub office procurement processes including International procurement. Evaluate and propose improvements that can make procurement more efficient without jeopardizing delivery of quality product and service
· Provide timely procurement plans & procurement reports to the senior operations manager & IHQ
· Responsible to ensure prices paid for commodities are in line with local market prices. Conduct price audits to keep procurement staff accountable.
· Responsible that procurement files including all relevant documentation in association with all Procurements and vendor tracking is kept up to date.
· Manage vendor contracts and maintain relationships with suppliers to ensure deliverables are completed and that all vendor complaints and concerns are addressed promptly.
· Responsible to ensure Donor regulations regarding procurement and Samaritan’s Purse procurement policy is being enforced.
· Evaluate and submit a report on current contracted services for cost-effectiveness.
· Maintain awareness of local and national laws and promote relationships for accessing and sharing knowledge within the region on operations matters.
· With a generous and serving spirit perform all other tasks and responsibilities assigned for the benefit of Samaritan’s Purse.
· Attend daily morning devotions and participate in prayer support for the ministry, its donors and volunteers. Maintain a strong Christian witness to colleagues, vendors, charitable beneficiaries, and the general public. Assess, manage and report critical physical, emotional, or spiritual concerns of supervised staff.
SPECIFIC EXPECTATIONS FROM THE ROLE
· Ensure procurement planning is done on time and submitted to procurement and SLT
· Responsible that the procurement tracker is updated and shared in Box daily
· Responsible that the vendor database is up to date and approved by the CD
· Responsible the proper documentation of all purchase history for procurement is given to the appropriate offices.
· Ensure ethical conduct during the whole procurement process is performed
· Responsible that all public tender’s announcements and packets are completed to IHQ standards and properly organized for approvals
· Responsible that all new fixed asset purchases are tagged, entered into the asset database at the time of receipt of item
.EDUCATION / EXPERIENCE NEEDED
· B.A. degree in business administration, supply chain management, logistics, public administration, or a related field.
· 7 years of proven relevant progressively responsible work experience in administration, operational management, and/or office- base management, preferably with an INGO.
SKILLS REQUIRED
To perform this job successfully, an individual must be willing to abide by Samaritan’s Purse’s code of conduct and understand the principals of Samaritan’s Purse’s Statement of Faith, as well as be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
· Strong leadership, analytical and organizational skills; demonstrated ability to work both independently and within a team, assess priorities, and manage multiple activities with attention to detail, meeting tight deadlines under pressure.
· Excellent problem-solving capacity, with demonstrated ability for considerable analysis and sound judgment to find solutions in a complex environment with shifting and competing priorities.
· Experience in establishing systems and policies for strategic sourcing, vendor relationship management, real-time procurement tracking and procurement for multimillion-dollar projects.
· Excellent cross-cultural communication (both oral and written) and interpersonal skills demonstrated by the ability to interact professionally with culturally and linguistically diverse staff, stakeholders, clients and consultants.
· Advanced Computer skills including proficiency in Microsoft Office programs (Excel spreadsheets, word processing, power point, and electronic mail).
· Field experience and knowledge of the Region is a strong asset.
· Fluency in English and Amharic required.
REASONING ABILITY
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral diagram, or schedule form.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While perfoming the duties of this job, the employee is regularly required to sit. The employee frequently is required to stand; walk and run; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and talk or hear. The employee must occasionally lift and/or move up to 100 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
· The noise level in the work environment is usually moderate but can be exposed to loud noises around the maintenance and construction workshops.
· May travel in country with exposure to communicable diseases, hot and humid weather conditions.
· Work in a security context that is fluid
SAFEGUARDING COMMITMENT
The employee is required to carry out his/her duties in accordance with Samaritan’s Purse Safeguarding policy and Code of conduct.
Employee should remain alert and responsive to any child and adult safeguarding risks, acquire relevant knowledge and skills, which will enable him/her to promote strong safeguarding practices, understand the child and adult safeguarding policy and procedures, and conduct his/herself in a manner consistent with the Safeguarding Policy.
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