PROCUREMENT OFFICER – ADVERT HOPE RESTORATION SOUTH SUDAN

Background.

Hope Restoration South Sudan is a national NGO registered with the ministry of justice in 2010 registration no.659. It’s also registered with Relief and Rehabilitation Commission (RRC) registration no. 389. Hope Restoration South Sudan (HRSS) is committed to mobilizing the communities and self-determination. It seeks to secure capacity building, research and proactive measure of dialogue, lobbying and advocacy, documentation, information management, livelihoods diversification and use of appropriate technologies.

Hope Restoration is looking for a highly qualified, committed, and competent person to fill the position of Procurement & Logistics Officer.He/she will undertake a variety ofadministrative and operational roles related to procurement & Logistics. He/she shall Identify and evaluate suppliers, arrange for transportation of purchased goods, identify and develop strategies for addressing logistical barriers, monitor use of materials and resources, and ensure quality record keeping. Ensures the organization obtains quality products for competitive prices in a timely fashion. Plays an integral role in ensuring the organization sticks to budgets and operates profitably.

Overall Job Purpose:

The Logistics Officer is the chief of logistics, transport, warehousing, quality control, and operations. He/she is responsible for supporting the implementation of all HRSS projects by ensuring the timely procurement of goods, the provision of transportation services, the careful and frequent recording of movements and changes, and the safety and security of staff members and their operations. The Logistics Officer will work closely with program and administrative staff to ensure comprehensive reporting, support and assistance to all HRSS activities. This is a critical position in HRSS. It requires diligence, dedication, and a capacity to handle numerous duties within a changing environment.

Key Duties and Responsibilities

• Preparation, coordination and implementation of consolidated annual procurement plans and ensure user departments adhere to it in line with approved budgets.
• Ensure compliance with donor requirements and relevant regulations while carrying out procurement activities.
• Conduct regular market assessments and supplier evaluations to ensure quality and value for money.
• Manage the organization’s supplier database and maintain strong relationships with vendors and contractors.
• Review and approve purchase orders, contracts, and invoices to ensure accuracy and compliance.
• Conduct regular inventory checks to monitor stock levels and prevent stockouts or excess inventory.
• Participate in budget planning and forecasting to ensure effective resource allocation for procurement activities.
• Develop and maintain a risk management plan to mitigate potential risks in the procurement process.
• Provide training and support to staff on procurement policies, procedures, and compliance requirements.
• Formulate the Value for Money framework to inform the organization procurement.
• Provide logistical support for project activities; including transport for client visits, events such as workshops, meetings, etc.
• Coordinate the receipt, opening and evaluation of quotations, tenders, or proposals for goods, services or works.
• Preparation and management of contracts in liaison with the Finance Department for its legality and ensure proper authorization in accordance with HRSS policies.
• Ensuring user departments adhere to procurement plans in line with budgets.
• Carrying out market surveys, monitor and evaluate performance of the supply chain function.
• Ensuring sound partnerships with suppliers and clients.
• Ensuring timely, efficient and effective procurement of goods, services and works, while strictly adhering to the procurement policy.
• Establishing in liaison with the relevant departments and end-users, quality specifications of goods and services required by HRSS.
• Carrying out designated checks on quality and security aspects of procurement.
• Reviewing the supply chain to ensure it is efficient and effective.
• Managing the annual supplier pre-qualification exercise.
• Managing the disposal of obsolete and disposable items with authorization from the management.
• Secretary to the Bid Evaluation Committee; collate and present procurement documentation to the relevant Tender and Disposals Committees for adjudication and award.
• Prepare supplier’s contracts and purchase orders and submit for approval.
• Maintain files and records for all procurement processes, tenders, procurement evaluations, contracts, Purchase orders and all correspondences relating to the procurements.
• Submit procurement documents, contract and LPOs for payment processing.
• Facilitate the annual procurement audit and other procurement reviews.
• Facilitate for insurance cover for all assets and equipment for HRSS.
• Review and update the procurement and Logistics Policy.
• Prepare monthly procurement reports for the organization.

Education & Experience

Education

• A Bachelor’s degree in Supply Chain Management or its equivalent from a recognized University.

Experience

• At least Three (3) years’ experience in procurement and logistics management. Preferably experience in an NGO setting.
• Solid knowledge and understanding of procurement processes, policy, and systems
• Knowledge of Supply Management Software (Database Management, Inventory Management, Financial Analysis,
• Effectively applies specialized knowledge of logistics and procurement to timely source goods and services;
• Effectively works with vendors and service providers in compliance with HRSS procedures to secure cost-effective quality solutions for HRSS
• Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, Outlook, and Excel)

Core competencies

• Well-seasoned level of financial professional, with strong experience in Procurement and full understanding of the core processes. Acts as discussion partner on organization level for financial matters.
• Conceptual working and thinking level with several years of experience in Procurement OR Higher vocational working & thinking level with many years of experience in finance Practical & applied knowledge level
• Well grounded, well-seasoned procurement professional, with full understanding of the core processes
• Acts on a large and/or complex financial management level. Is a sparring partner for Executive Director for procurement matters? Contributes to the development of the strategy of the organization
• Supports, mentor and coach more junior procurement officers in the head office and filed offices
• Ability to prepare budget as well as write a narrative report as may be required.
• High level of computer literacy, excellent working knowledge of spreadsheets, databases, internetand e-mail.
• Leadership qualities and people management expertise to provide direction and effective support to a multicultural team;
• Thorough understanding of financial system and how it interacts with other operational systems to achieve seamless organizational effectiveness and efficiency.
• Effective verbal and written communication skills, including high-level interpersonal and representational capabilities; fluencyin written spoken and spoken English.

Behavioral Competencies

• A strong commitment to HRSS’s purpose, a broad understanding of the work culture in the “Humanitarian” sector and its impact on key areas of responsibility anda commitment to humanitarian principles and action.
• Ability to influence and support colleagues in appreciating the importance of procurement Standards, procedures and controls.
• Keep confidential information and act with utmost discretion and integrity.
• Must demonstrate commitment and sensitivity to gender issues.