Procurement and Administration Officer

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Description

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This position is responsible for ensuring compliance with IUCN’s procurement policies and procedures, and for building capacity within the global organisation to enable procurement to be carried out efficiently and to the highest standard. She/he will also be responsible for smooth operations of related systems within the office programme work unit and will work closely with the Admin & Finance team ensuring payments are requested on time, in accordance with allocated budgets.

Job Description

Under the supervision of the Country Representative, IUCN Mozambique, the roles and responsibilities of the Procurement and Administration Officer are as follows:

Procurement:

• Oversee project procurement functions to ensure value for money to the organization.
• Ensure transparency and integrity in the procurement processes in line with the procurement policies and guidelines.
• Consolidate and monitor procurement plans and reporting for the project.
• Ensure correct implementation of procurement policy and guidelines by staff.
• Participate in periodic review and update of the supplier database which is able to adequately serve the business needs.
• Advice on grants compliance policies specific to individual donors.
• Prepare and share monthly reports to inform management decisions.
• Provide technical support to staff on procurement processes and procedures.
• Provide technical support to IUCN Implementing Partners including government.
• Prepare sourcing documents in line with the procurement policy and donor regulations.
• Coordinate the project technical team in review, update, and implementation of supplier sourcing process.
• Oversee open and closed tender procedures and provide technical guidance to the requesters on offers received and best services to be procured taking cognizance of value for money, specifications, and quality issues in compliance with set policy guidelines.
• Prepare contracts, ensuring all approvals are obtained.
• Keep proper and an up-to-date filling system for all procurement documents.
• Ensure contractual obligations are adhered to by all parties and support periodic reviews and contract renewals.
• Resolve contract related issues from service providers and users/clients.
• Follow-up and ensure timely delivery of requested supplies and materials and keep the concerned project staff informed on the status of the delivery.
• Track contract implementation status and generate reports of project completion status.
• Review and share the weekly procurement tracker.
• Timely and accurate submission of all financial documents to the finance department by the stipulated date to ensure Suppliers/service providers’ payments are done in a timely manner.

Administration:

• Assist the office team on general administrative matters. This includes drafting routine correspondence and proof-reading and editing materials.
• Provide logistical support to programme activities (training, meetings, conferences, and workshops), making sure that all aspects and details of such events are covered. This includes coordination and/or preparing relevant background documentation for related events.
• Support the programme teams with meeting minutes and follow-up action points from Programme Unit meetings, conferences, and workshops.
• Support the establishment and maintenance of an efficient records system. This includes maintaining donor and other contractual records and final programme deliverables, which entails receiving contracts, having them signed, initiating the contract clearance processes, and ensuring that they are all properly filed.
• Assist in day-to-day implementation of programmes as needed and requested by the manager.
• Support the tracking and follow up on reporting deadlines/submissions.
• Act as liaison between Programmes and Corporate Services on all financial and administrative matters.
• Arrange for procurement of equipment, supplies and services for offices and programme sites and ensures that contractual processes follow the stipulated IUCN Internal Control System procedures.
• Establish and maintain a proper inventory of programme assets register, including numbering, recording, and reporting.
• Facilitate annual procurement planning (within IUCN and with partners)
• Contribute to annual budget development.

Other Responsibilities:

• Support audits of project
• Participate in program meetings.
• Provide orientation for new staff.

Requirements

Education And Work Experience:

• University degree in supply chain management, commerce or other related field.
• CIPS accreditation level 4
• Minimum of 5 years international procurement experience, of which a minimum of three years in an International Organisation or NGO environment.
• Knowledge and understanding of public procurement policies and systems in Mozambique.
• Experience in large-scale bilateral/multi-lateral programme procurement/supply chain management.
• Experience in the development of procurement processes, procedures and tools.
• Solid experience in programme administration including sound knowledge of financial, procurement, administrative practices, and programme reporting.
• Programme management skills with strong ability to support the monitoring of programme budgets.
• Solid Computer skills, including knowledge of MS Office applications. Knowledge of procurement applications desirable.
• Excellent interpersonal and communication skills and solid organizational skills
• Ability to work effectively within a large, decentralized workforce and to operate effectively, with tact and diplomacy, in a multi-cultural, interdisciplinary environment.
• Willingness to travel.
• Experience in VAT exemptions procedures.
• Strong negotiation and networking skills.
• Presentational and problem-solving skills.

Language Requirements:

• Fluency in English and Portuguese, both written and verbal. Fluency in local languages will be an added advantage.
• Knowledge of at least one other indigenous language in Mozambique is desirable.

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