Procurement & Logistics Manager
ADRA DRC -Tudienzele Job Description
Title : Procurement & Logistics Manager
Reports to : Chief of Party for Tudienzele
Supervises : Procurement & Logistics staff for Tudienzele.
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The Adventist Development and Relief Agency (ADRA) is a global humanitarian organization of the Seventh-day Adventist Church that demonstrates God’s love and compassion. ADRA works with people in poverty and distress to create just and positive change through empowering partnerships and responsible action.
ADRA is starting up a five-year, USAID/BHA-funded Resilience Food Security Activity (RFSA) called Tudienzele, in Kasai, DRC, and seeks passionate, engaged and experienced Procurement & Logistics Manager who embodies our values of connectedness, courage and compassion.
All candidates must understand, respect and honor the mission, purpose, and identity of ADRA International.
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SUMMARY
Based in Tshikapa, Kasai, DRC, and reporting to the Chief of Party, the Procurement and Logistics Manager is responsible for all program operations and logistics, except for commodity procurement and management, ensuring timely procurement of quality equipment, supplies and services for program staff to implement activities in accordance with detailed workplans. The Procurement and Logistics Manager will collaborate with the Program Finance Lead to ensure procurements are within budget and with teams across the program to identify resource needs.She/he will ensure that the procurement and logistics team adheres to USAID regulations and requirements and ADRA standard policies and procedures.
Through her/his leadership, the procurement/logistics teams will be supportive of program delivery, results-driven, and guided by data analysis, problem identification, and problem-solving.
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PRE-REQUISITES
Required
- Bachelor’s degree in business management, procurement, or logistics or equivalent combination of education and experience
- At least 5 years of management experience with project implementation, managing logistics, and procurement, preferably in DRC or French-speaking countries; minimum of five years working in international development.
- Solid understanding of donor regulations and procedures pertaining to acquisitions.
- Experience with automated purchasing systems.
- Demonstrated ability to perform complex tasks and to prioritize multiple projects.
- Ability to analyze budget line items for compliance with budget guidelines.
- Proven records maintenance and database management skills; and
- Speaking, writing, and reading fluency in English and French required.
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BEHAVIORAL COMPETENCIES
- Deciding and Initiating Action (1.1) - Makes prompt, clear decisions which may involve tough choices or considered risks.
- Leading and Supervising (1.2) - Provides others with a clear direction; sets appropriate standards of behaviour.
- Planning and Organising (6.1) - Sets clearly defined objectives; plans activities and projects well in advance and takes account of possible changing circumstances.
- Persuadingand Influencing (3.2) - Makes a strong personal impression on others; gains clear agreement and commitment from others.
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RESPONSIBILITIES
Financial Responsibility:
- Establish, lead, and implement procurement processes and logistics to support activity implementation for the project, strictly following all rules and regulations including:
- Procurement policies and procedures
- ADS (Automated Directive System)
- FAR (Federal Acquisition Regulations)
- CFR (U.S. Code of Federal Regulations)
- AAPD (Acquisition & Assistance Policy Directive)
- Local Law
- Manage procurement and logistics team
- Train and mentor staff in procurement policies and processes.
- Work with the Project technical team to prepare the annual Project Procurement Plan to maximize efficiency and coordination in the procurement of goods and services.
- Conduct market research for each type of procurement and maintain a database of vendors and items commonly needed by the project.
- Determine the most reasonable and expeditious process for procurement in compliance with ADRA policies and procedures and USAID regulations.
- Manage the procurement process.
- Preparing and issuing solicitation documents based on approved requisition.
- Providing clarifications to all vendors when required. Also, prepare and issue solicitation modifications when applicable.
- Ensuring confidentiality throughout the procurement and vendor selection process.
- Facilitating the evaluation process for each solicitation according to Creative’s procurement policy.
- Leading negotiations with vendors.
- Ensuring proper documentation of the selection of vendors.
- Completing vendor verification process prior to award.
- Managing the internal review process for procurements and prepare draft requests for consent correspondence as required for the client.
- Drafting, negotiating, issuing, and management of Purchase Orders, Purchase Order Agreements, Local Consultant Agreements, Fixed Price Service Agreements, and any other type of agreements required to support the project.
- Processing requisitions for procurement and invoices in accordance with ADRA’s DRC policies.
- Ensuring payment request forms are appropriately and consistently completed before being submitted to finance.
- Verifying quality and quantity of products are delivered in accordance with terms and conditions in coordination with the project.
- Ensuring procurement files comply with ADRA’s policies and procedures.
- Preparing procurement reports.
- Manage and record all contracts and agreements signed on behalf of the Agency. Ensure compliance with donor regulations, and budgetary constraints.
- Oversee maintenance, servicing, and repair of project office equipment: i.e. computers, printers, software, photocopiers, radios, telephones, and office furnishings.
- Maintenance of necessary insurance coverage for project assets, personnel injury, and general liability.
- Oversee travel arrangements for expatriate staff and consultants including purchase of airfare, arrangement of accommodations, and overseeing the logistics for ADRA consultants and guests.
- Oversee the insurance, licensing, maintenance, repair, and allocation of all ADRA-DRC vehicles and motor equipment to conform to donor and ADRA regulations and extend useful service life. Including oversight of the purchase and maintenance of necessary spare parts inventory.
- Oversee the implementation of the fleet management policy of ADRA DRC.
- Oversee the purchasing, accounting, and maintenance of inventories of any necessary office supplies/equipment, including monthly distribution of costs between projects and administration.
- Supervise and monitor guards or security services to ensure the protection of project property or assets.
- Perform other duties as required.
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TRAVEL
Some local travel
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MENTAL/EMOTIONAL REQUIREMENTS:
Must be able to work in a fast-paced and customer service-oriented environment; to perform duties under pressure and meet deadlines in a timely manner; to work as part of a team as well as to complete assignments independently; to take instructions from supervisors; to exercise problem-solving skills; and to interact with co-workers, supervisors, network employees, donors and the public in a professional and pleasant manner.
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APPLICATION
Qualified females are encouraged to apply.
Please submit your resume to www.adra.org/careerson or before 18 November 2023
