The Logistics and Procurement Officer, under the direct supervision of the Head of finance and Administration. This position will oversee all logistics and procurement management activities to ensure operational efficiency and compliance with organizational policies and donor requirements. This role supports the organization’s mission by managing resources effectively and providing logistical and procurement support to programmes implementation.
Key Objectives:
1. Ensure the timely and cost-effective procurement of goods and services in compliance with organizational policies and donor regulations.
2. Support program delivery by maintaining a well-functioning supply chain and logistical framework with a clear define procurement plan and procurement follow up/supply plan.
3. Oversee logistics, including inventory management, stores/warehouse operations, and distribution.
Key duties and responsibilities:
Procurement Management:
• With the direction of Head of Finance & Administration, Leads in all goods and services procurement processes and procedures for programs, consultants and office purchases in accordance with Trocaire and donor procurement policies.
• With the direction of Head of Finance & Administration, develop and implement project procurement plans, supply plan aligned with project needs and budgets including procurement follow up tracker.
• Ensure compliance with procurement policies, donor requirements, and local regulations. Initiation of all purchase requisitions and support the Head of Finance & Administration on bid analyses for Goods and Services.
• With the direction of Head of Finance & Administration, Prepare and review procurement documents such as Expenditure requisitions, RFQs, RFTs, bid analyses, purchase orders, and contracts.
• Responsible for Negotiate terms with suppliers to secure the best value for money and Monitor supplier performance to ensure quality and timely delivery on acquiring of goods and services for the organization.
• Support in conducting markets and suppliers’ assessments, updating the supplier/service provider database, and maintaining a preferred suppliers list, including managing supplier relationships, with close collaboration with the Head of Finance & Administration and HQ Procurement team to ensure compliance with Trocaire and donor policies and procedures.
• Ensure and facilitate full supporting documentation archiving for all related procurements.
Logistics and Supply Chain Management:
• Coordinate logistics for goods transportation, including customs clearance, warehousing, and distribution.
• Prepare and maintain logistics-related reports and documentation. Including maintain tracking systems for goods and assets to prevent loss or damage.
• Ensure all procurement and logistics activities comply with organizational policies, donor regulations, and local laws.
• Prepare regular reports on procurement, fleet, and logistics activities for the Head of Finance and Administration.
• Coordinate with program teams to forecast needs and address logistical challenges proactively.
Capacity Building and Team Collaboration:
• With the support of Head of Finance & Administration Provide training and support to staff on procurement and logistics processes.
• Collaborate with other departments to streamline operations and improve service delivery and participate in organizational planning and strategy meetings as required.
• Support and provide guidance to Local implementing Partner on procurement capacity building and monitor Partner Procurement follow up tracker.
Ad-Hoc responsibilities
• Work closely with the Renewable Energy Project Manager to ensure technical requirement on specification is achieved in all related solar procurements as well as learnings from large scale solar procurement being document. Including linkages with MEAL and Project Manager and SPV.
• Any other tasks, which may be assigned from time to time by the Head of Finance and Administration commensurate with the general trust of this job description.
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Requirements
Essential Requirements
• Qualifications:
o A minimum Higher diploma or bachelor’s degree in a relevant field such as: Supply Chain Management, Logistics and Transport Management, Business Administration, Procurement and Purchasing Management.
• Experience:
o At least 3-5 years of experience in procurement and logistics management, preferably in an INGO or humanitarian setting.
o Experience in facilitating large renewable energy or solar procurement will be an added advantage.
• Skills:
o Strong knowledge of procurement and logistics management principles and practices.
o Excellent organizational and multitasking skills with attention to detail.
o Negotiation and vendor management expertise.
o Familiarity with fleet management systems and inventory tracking tools.
o Proficient in Microsoft Office Suite and relevant procurement/logistics software.
o Ability to work under pressure and meet tight deadlines.
o Spoken fluency and written proficiency in English.
o Proficient in spoken Krio
• Qualities:
o Commitment to Trócaire’s Vision, Mission and Values and sympathetic understanding of the Catholic Church’s role in relief and development,
o Demonstrates an active commitment to gender equality and women’s empowerment.
o Self-motivated with proven ability to take initiative and learn on-the-job.
o Willingness to travel frequently and stay in rural areas in country.
o Able to work irregular hours on an occasional basis.
o High level of reliability, dynamism, objectivity and integrity.
o Strong value driven in line with Trόcaire.Others:
o Ability and willingness to travel within country and internationally
o Commitment to principles of safeguarding of programme participants
o Commitment to gender equality principles
o Financial integrity and stewardship of project funds
Person Specification – Desirable
• Knowledge:
o Technical knowledge in the areas of Logistics, procurement procedures and policies, government tax and levies.
o Ability to review contracts and ensure strict compliance in line with Trocaire’s policies.
• Other:
o The job description above is not prescriptive; it simply outlines the key tasks and areas of responsibilities and priorities. These key tasks are subject to change when necessary.
Benefits
For the candidate with the required experience and passion for the role, Trócaire offers a competitive package of salary and benefits.
Closing date for application: 20th December 2024
Safeguarding Programme Participants-Children & Adults
Trócaire is committed to safeguarding people within our programmes from exploitation and abuse and has specific policies on this commitment (including a Global Code of Conduct) which outlines the expected behaviour and the responsibility of all staff, consultants and other organisational representatives. More information on Trócaire’s safeguarding policies available here.
Diversity and inclusion
We welcome diverse applicants to join our inclusive workforce.
Trócaire is an equal opportunities employer. We are an organisation that embraces diversity and inclusion. We welcome applicants from diverse backgrounds to bring their experiences and perspectives to Trócaire.
Diversity and Inclusion statement available here
