Accountabilities and MAIN WORK ACTIVITIES
Procurement Management (30 %)
· Implement all procurement process in accordance of PIE procurement; Follow up and compile the procurement plan from each budget holder
· Responsible for sourcing of products, collection of quotations/proforma and performing purchase transactions; proceed purchase of goods & service as per approved purchase requisition
· Collect information about suppliers and market conditions and reporting supplier details, product lists and price lists to the Manager and PA Logistics Coordinator; ensure that purchased items and services meet the stated requirements and takes care of delivery to the Program Area office.
· Ensure performance of transparent transactions, purchasing and delivery of goods and services within prior agreed lead times and ensures that all purchases are properly documented.
· Receive requests for goods and services (requisitions) and ensures their completeness/ compliance before they are processed; Advise requestors about product description and specification, prices, lead times and availability, promoting standardization, value for money and economy of scale.
· Prepare comparative bid analysis for tender bids, takes minutes and reports outcome for the Tendering Committee;
· Follow regular store documents, and properly documented completed pads of any GRN and Issue vouchers.
· Collect quotations as per the Procurement Guideline and forwards them to the supervisor; reports any difficulties (sourcing, stock outs, unavailability) immediately to the supervisor and consults the requestor when needed;
· Support in different procurement specific country wide initiatives as advised by the PA Logistics Coordinator
· Prepare a weekly procurement status report and communicate to all requesters
Transportation & Fleet management (30 %)
· Assign and manage all vehicles and motorbikes in accordance of PIE fleet management policy and in consultation with logistics coordinator.
· Arrange transportation from suppliers to the office/warehouse, as necessary with the prior approval of logistics co-ordinator;
· Check and sign each vehicles log-sheet every week, develop history file for each vehicles & motorbikes.
· Follow maintenance, fuel consumption, and annual inspection and insurance policy renewal of each vehicles and report to PA
· Approve and sign weekly/monthly logbook, trip, and fuel records, monitors utilization, maintenance and fuel consumption for all vehicles
· Maintain a vehicle inventory for the PA and advise about vehicle allocation; carry out a monthly analysis on office and rental vehicles usage for decision making
· Support PA Logistics Coordinator in country wide Fleet initiatives
· Prepare and submit fleet report monthly base to APA log Coordinator.
Asset management (20 %)
· Prepare inventory lists for items at sub-office level
· Timely update fixed asset registration according to the organization asset management policy
· Follow up recording and tagging fixed asset timely
· Undertake periodic inventory for fixed asset and other consumables item in the store
· Ensure that storage areas, facilities and equipment meet the minimum requirements and standards.
· Supervise all store transactions to be carried out in compliance with the store and fixed assets guidelines.
Supervisory role (20 %)
Qualifications/ experience essential:
· Bachelor’s degree in Business Administration/logistics Management, Purchasing/Supplies Management or related field.
· At least 3 years of relevant work experience in INGO environment, involving in the procurement of both emergency and development programs.
Qualifications/ experience desirable:
· Substantial experience in procurement and fleet management.
Languages required
· Fluency in English language is essential