Procurement and Supply Management

 

• Ensure MAG Procurement and Logistics Policies, SOP’s and standard procedures are in place, understood and adhered to in all locations of the Program.
• Oversee all the logistics tracking and management system across all locations performing Procurement, Asset Management and Warehousing activities, while monitoring the quality of the data and presenting reports about performance of the logistics activities to Program SMT and global logistics focal point.
• Lead and supports adequately the implementation of improvement initiatives, adoption of enhancing management systems, and any global or local project pertinent to the Procurement & Logistics area under the supervision and with the technical support from Global Procurement and Logistics team.

Sourcing

 

• Ensure a Catalogue/ Taxonomy of critical equipment and consumable is in place at all time, and actively contribute to the maintenance and development.
• Develop and implement a country procurement strategy in coordination with HoSS and global counterparts: for all identified market categories that are critical to support MAG operations and offices.
• Develop a sourcing plan and identify best contractual arrangement to ensure uninterrupted re-supply within local market dynamics.
• Lead or oversee complex tender processes, supporting tender committees during the whole process from expression of the needs, identification of the selection criteria, bid analysis and contracting.
• Supervise the suppliers’ selection processes across different MAG locations, ensuring fairness, transparency, and that strong vetting system is in place for assessing and evaluating third parties.
• Ensure that there is an effective complain mechanisms in coordination with SMT for suppliers and MAG staff to safely report any abuse, fraud or corruption related issue via a safe channel that integrates with existing internal incident reporting system.

 

Procurement Management

 

• Ensure that Procurement tracking mechanism is in place across all locations and sharing the tracker with the stakeholders on a weekly basis, monitoring the quality of the data and the regular update of the information concerning ongoing procurement processes, supplier database management and contracts management; provide regular report and analysis on procurement performance to the key stakeholders.
• Monitor purchasing activities done at both Erbil and the sectors by MAG staffs or partners, ensuring that all staff involved in the purchasing activities are trained, and that all potential conflict of interests are identified and avoided.
• Work on consolidating procurement plans across different projects and bases, enabling consolidation of purchases, reducing spot-buy and reducing small transactions involving suppliers’ selection.
• Provide a monthly report of procurement activities and achievements across locations, escalate challenges to the HoSS and SMT.
• Work with Operations counterparts to perform tight monitoring of the consumption rates across locations, to ensure that a combination of good management of stock levels and on-demand re-supply can provide uninterrupted flow of consumables.
• Coordinate with HQ procurement team on all items needing to be purchased internationally, to ensure the shortest possible procurement processing time, custom clearance/ import/ export /tax exemptions approvals from local authorities are in place whenever needed.
• Support dissemination of best practices and enforcement of MAG key policies across suppliers including safeguarding, anti-corruption and anti-bribery policy, anti-human trafficking and anti-slavery
• Coordinate with operations, program and other departments to anticipate any procurement and ensure the shortest possible processing time.
• Coordinate closely with Admin and Liaison department to ensure relevant licenses and permissions are sought where required for the procurement and use of sensitive or dual use equipment when delegated to by the HoSS.

Inventory Management

 

• Lead on implementation of the standardized country level inventory management system, ensuring all locations are using the same tool, the same data and that information from all locations can be consolidated.
• Work with all key stakeholders to standardize all operational and support needs in terms of equipment and consumables across locations and produce standard lists of items linked up with procurement categories and sub-categories.
• Work closely with Operational counterparts to ensure there is adequate buffer stock for critical commodities and ensure stock levels across all locations are aligned with consumption patterns and re-supply cycle.
• Monthly reporting and analysis on Inventory management for all
• Lead spot checks, quality controls, health and safety assessment, and any initiative that is aiming to promoting the best warehousing, stock management and safety practices.
• Work closely with the Mechanical Support Manager (MSM) to set-up a resilient and effective supply chain for spare parts, consumables and equipment required across locations to keep MAG fleet of light vehicles, heavy vehicles and plant machinery running.
• Work closely with Technical Operations Manager (TOM) and Technical Field Managers (TFMs) at the sector level to set-up minimum and maximum stock levels for key equipment and commodities, with special focus on key field consumables, equipment spares and anything that is essential to keep MAG Operations running.
• Centralize and organize the disposal for any MAG item that is beyond the useful life or is on a state beyond economical repair ensuring that highest environmental standards, with special focus on hazardous waste, by overseeing the identification and contracting of adequate waste management sub-contractors and promoting the re-cycling for all possible materials.
• Ensure that highest environmental standards and best practices are respected for the disposal of any of MAG Asset across locations, with special focus to Batteries, lubricants and any hazardous waste, by overseeing the identification and contracting of adequate waste management sub-contractors.

 

 

Asset Management

 

• Responsible for the asset management system across MAG Iraq, ensuring that all assets are tracked and managed across the whole lifespan, independently by the location in which they are used.
• Monitor the usage of Asset Tiger System by all users across MAG Iraq, providing HoSS with regular reporting, and ensures all new staff are provided with relevant induction to the system.
• Lead the capacity building and refreshment trainings on Asset Tiger usage for all stakeholders in MAG Iraq.
• Provide technical support to leadership by contributing to the development of Asset Replenishment Plans, and in advising on all strategic and tactical decision-making concerning asset acquisition, transfer, reparation and disposal.
• Works with key stakeholders to ensure all assets are tracked, maintained, serviced and/ or disposed of in line with MAG and donor policies keeping the program asset register accurate and up to date
• Perform asset spot checks activities in all locations and ensure that there are no abuses in the acquisition, usage, reparation and disposal of MAG assets.
• Ensure that a full asset physical verification exercise is carried out at least once a
• Monthly reporting and sharing of the asset

 

Field Development

 

• Oversee and coordinate any activity related to scaling up/ down of field operational bases
• Support Opening/ Closing of field operational bases, ensuring clear audit trails and tracking of all assets’ inventories and properties and the management of all contracts related to MAG offices and bases.
• Support the selection, recruitment, induction and performance development of any Procurement and Logistics staff across all MAG Iraq locations, providing technical support to the recruiting managers.
• Promote the internal development of MAG Staff within the procurement and logistics function facilitating exchanges across sectors, setting up coaching system across the bases, and providing mentorship to identified leaders working in the Procurement and logistics function
• Take lead in planning and delivering appropriate trainings to enhance the understanding of procurement and logistical procedures, asset control, inventory, stores control and MAG Policies and Procedures

 

Management, Training, Communication and Networking

 

• Manage the performance of Procurement and Logistics Team, ensuring that they are well-equipped to carry out the tasks assigned to them, ensuring compliance, proper use of standardized tools, proper documentation, archiving and reporting practices are in place.
• Ensure that all Procurement and Logistics team members are adequately supported by management, and there is adequate performance management system in place.
• Work closely with Sectors Managers and Procurement and Logistics Staff in the field location to ensure Logistics Policies and Processes are in place and closely adhered to in all
• locations, and regularly provide overview of Procurement and Logistics activities across all locations to the HoSS.
• Conduct spot checks at field locations on regular bases, and coordinate with other support colleagues for the oversight of any inventory count or check over MAG properties across locations

• Work with HoSS and TOM to align the Asset Tracking processes between Logistics and Operations, to ensure the information captured by everyone performing controls on MAG Assets are consolidated
• Ensure regular sharing of monthly reports highlighting all relevant challenges related to Procurement, inventory and asset management.
• Maintain and develop contacts with other agencies on procurement challenges; sharing best practices, price or suppliers lists when possible; and with relevant local authorities and ministries for everything linked to adherence to local law, including import regulation.
• Support the day-to-day Program’s activities by ensuring interim of HoSS and/ or Sectors Manager when post holder is out of office or traveling across field locations.
• Actively engage with Global Initiatives in the areas of Procurement, Asset and Inventory Management, ensuring alignment with best practices and MAG Global Policies.

Safeguarding

 

• Work in compliance with/ uphold MAG’s Safeguarding framework – Policy on Personal Conduct, Protection of Children and Vulnerable Adults Policy, Dignity at Work Policy, Reporting Malpractice (Whistleblowing) Policy, Equal Opportunities Policy and Policy on Modern Slavery.
• Encourage an open and transparent way of working that facilitates a strong safeguarding culture within and between teams.
• Ensure that all staff understand the provisions clearly and challenge any unacceptable
• Personal integrity and an ability to maintain the confidentiality of sensitive data/information.
• Ensure that any concerns, reports or complaints are taken seriously and investigated promptly and

 

Essential Experience

 

• Minimum Bachelor’s degree holder in related academic
• Minimum of 5 year demonstrated management experience in Procurement and Logistics Management, supporting complex operations and high volumes at a Senior Coordinator / Manager level with an INGO.

 

^{Essential Skills and Knowledge}

 

• Excellent organizational and communication skills with the ability to coordinate, plan

and priorities activities.

• Understanding of Project Life-Cycle dynamics and its interaction with Procurement and Inventory Management
• Highly organized and collaborative team player.
• Proficiency in team performance management and development.
• Strong Analytical skills in managing Supply Chain (Procurement and Inventory)
• Very good literacy, numeracy and IT skills (e.g. Word/Excel).
• Excellent communication in written and spoken English, Kurdish and Arabic.
• Ability to maintain clear record-keeping systems to monitor supply chain and assets
• Ability to represent MAG professionally in all relevant
• The ability to communicate with clarity and credibility on paper and face-to-face.
• Effective negotiation skills.
  

  _{Essential Aptitude}

   

  • Innovative, flexible and proactive with a problem-solving
  • Determined and committed to the highest quality
  • Ability to meet deadlines, work calmly under pressure and handle and prioritize a heavy
  • Ability and willingness to travel across the country to manage, monitor and provide ad hoc
  • Safeguard sensitive and confidential data.

 

GENERAL

All MAG staff is expected to undertake the following general duties:

• Work towards achieving departmental business plan objectives.
• Work within the framework of MAG’s core values, promoting its ethos and mission statement.
• Work as part of a team and liaise with other departments to ensure effective communications across the organization.
• Ensure familiarity with and adhere to all MAG policies and procedures and Safeguarding framework.
• Ensure confidentiality of information as required by MAG policies and procedures.
• Undertake any other duties appropriate to the post as may be required.
• Aware of gender mainstreaming and ready to participate in gender awareness courses/training
• Able to work in a mixed team
• Undertake and apply learning from appropriate training and development programmes.
• Understand and uphold the standards outlined in MAG’s Safeguarding Framework, acting with due care and attention to safeguard the wellbeing of anyone that comes into contact with MAG’s work and reporting concerns if they do arise.

Application procedure for the position

All interested candidates in apply for this position should send their updated CV in English language to this email address  Jobs.IQ@maginternational.org  Please note that candidates who do not meet the selection criteria will not be considered. If you have not heard back from us within 3 weeks of applying, it means that your application has not been successful. Only shortlisted candidates will be contacted. All Applicants must mention the job title (    CPLM/EB1   ) in subject line of their email.

Applications with no job title in the subject line, sent through links and duplicate applications shall be disqualified.

 

Closing date for receiving applications is 12-Nov-2024. Late applications will not be accepted.

 

** MAG is an equal opportunities employer.

** MAG Iraq does not charge any fees for Job applications.