This position is essential for guaranteeing that the WCS Tanzania’s operations are supported in a timely, efficient, professional, and economical manner by having the right systems, policies, procedures, controls, and capabilities.
Nafasi za Kazi
Ajira Portal
The role of a procurement, logistics, and administration manager involves strategic leadership in the development, implementation, and operation of support services functions, including fleet management, information technology, safety, and security, as well as procurement, administration, and logistics.
Responsibilities:
Procurement Strategy and Planning:
- Create and put into action purchase plans that comply with WCS procurement guidelines.
- Work together with program directors to anticipate demands for procurement and make sure that goods and services are acquired on time. (Enable every project or program to create an annual procurement strategy (needs)).
- Put cost-cutting plans and techniques into action while upholding standards of quality and compliance.
- Oversee the creation and ongoing evaluation of the procurement plans for WCS projects and programs.
- Evaluate market prices in order to plan and budget.
Supplier & Contract Management:
- Draft contracts and make that the consultants, contractors, and suppliers who have been chosen and approved are hired in accordance with them.
- To get the greatest deal for WCS, negotiate all contract parameters, including price.
- Keep an eye on supplier performance and adherence to the conditions of the contract.
- Organize the identification and notification of suppliers for various commodities, as well as the conduct of background checks on them.
- Carries out frequent market research to find the greatest deal on high-quality products and services.
Procurement Process Management:
- Based on the Spend Analysis and Annual Procurement Plans, ascertain the requirements for the Category, Market, and Location of the Supplier.
- Check if the sourcing strategy complies with WCS policies and procedures and look for any undiscovered opportunities.
- Make sure a procedure for supplier pre-qualification and market assessment is in place.
- Make sure the RFQ/RFP Process is managed inside the framework.
- Examine the submission documents from the Procurement Committee to make sure they are complete enough to support well-informed decision-making.
- Make sure that the procurement procedures follow government legislation, donor requirements, and WCS policies in a fair and transparent manner.
- To guarantee value for money, work with the finance team to conduct due diligence on every procurement.
- Make sure that the proper paperwork is completed and sent in support of the procurement process, both to and from the supplier.
Risk Management and Compliance:
- Identify and address procurement-related risks, including as supply chain interruptions and noncompliance with policies, laws, and regulations.
- Ensure that procurement activities adhere to applicable legal, ethical, and donor-specific criteria.
Logistics support functions:
- Assistance in facilitating conferences and workshops.
- Organize transportation needs for individuals, commodities, or services in collaboration with Program Directors and Logistic & Administrative Officers.
- Following up with TRA for VAT and other tax reliefs, in coordination with the Finance Department.
General Administration functions:
- Lead the improvement of office facilities, including new project offices, physical conditions.
- Ensure WCS Assets and Inventory are registered.
- Ensure that guests and staff receive high-quality hospitality services.
- All real estate contracts and agreements are legally updated on a regular basis to assure service continuity.
- All utility bills are paid on time, and the electrical, water, and telephone systems are always operational.
- Providing an excellent office safety and security management system to foster a positive work environment.
- Ensures effective and efficient fleet management, processes, and necessary support for WCS operations.
Team Leadership and Development:
- Lead and manage a logistics and administration staff, offering direction, mentorship, and professional development opportunities.
- Unless otherwise ordered by the Country Director, serve as the Tender Committee’s Secretary.
- Reviewing and providing direction for analyzing quotations, preparing standard bidding documents with tender terms and conditions (specifications, bill of quantities, TORs for equipment, materials, and services to be purchased), Prepare bid analysis, purchase orders, and contract agreements, as needed.
- Work with clearing agents and appropriate government partners to clear products from customs on time, as well as to process and follow up on relevant government exemptions.
- Ensure that bought items and services are delivered to the appropriate teams or individuals.
- Encourage a collaborative and efficient working environment within the logistics and administration team, along with finance and other programs.
Documentation and Reporting:
- Maintain correct and organized procurement records, such as purchase orders, contracts, and supplier information.
- Prepare regular reports to management and donors on procurement operations, performance metrics, and cost reductions.
- Organizing a procurement tracking system to provide program and management teams with up-to-date and reliable information on procurement status.
- Participate in audits as required or assigned by the Finance Department.
Job Qualifications: Education, Skills and Experience
- A bachelor’s degree in procurement, supplies/materials management, supply chain management, logistics and administration, or a similar discipline from an accredited college.
- Registered by a professional body, namely the Procurement and Supplies Professional and Technician Board (PSPTB).
- Strong technical and management skills in procurement contract management, logistics, security, and office administration.
- At the senior level, at least 5 years of expertise in supply chain management for international NGOs is required.
- Knowledge of various donor norms and regulations, such as those of the United Nations and the European Union, as well as a thorough understanding of Tanzanian contract and procurement legislation.
Other Skills:
- Proficient in assessing financial data, generating & understanding financial reports
- Excellent managerial, analytical and negotiation capabilities
- Strong IT skills
Additional Requirements:
- The role may require approximately 10% of his / her time involving field travel as needed.
- Occasionally, the staff will work across multiple time zones.
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Application Instructions:
To apply, qualified individuals should send their resume, cover letter, and certifications to [email protected] with your name on it, addressed to the County Director. “Application for Procurement, Logistics, and Administration Manager position” should be the subject line of the email. The deadline for applications is October 10, 2024, at 5:00 PM Eastern Time.