THIS IS A LOCAL HIRE POSITION. Only candidates with the right to live and work in Mozambique will be considered.

The Procurement and Administration Officer provides procurement, supplier contracting and technical support and services mainly to the MozWater programme.

MozWater is a national water programme that supports government water management agencies to enhance water management capacities at basin and national levels.

The incumbent will also offer support to other office programs, including the MozWater, CBA, ReSea, SoMn, Biodev and other programmes. Further, he/she will provide effective and efficient administrative and programme assistance to the entire office team under the Country Representative.

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.

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.