Operations and Procurement Manager
Operations and Procurement Manager
Job Description
PATH is a global nonprofit dedicated to achieving health equity. With more than 40 years of experience forging multisector partnerships, with expertise in science, health, economics, technology, advocacy, and dozens of other specialties, PATH develops and scales up innovative solutions to the world’s most pressing health challenges. PATH’s offices, affiliate NGOs and programs operate in 30 countries across the globe, including in Africa, the Americas, Asia Pacific and Europe.
The Operations and Procurement Manager will be based in Kinshasa and will report directly to the Finance and Administration Director. The Operations and Procurement Manager will provide operations and procurement support with the overall target to maintain efficiency in program activities and ensuring full compliance with PATH internal policies and procedures. The Operations and Procurement Manager will also provide guidance, advice and support to ensure operations and procurement processes are effective, efficient, and ethical and provide the best possible value to PATH.
FINANCE - ADMINISTRATION
- Participate in preparation of annual Facilities budgets for all country sites
- Assist DAF in reviewing monthly expenditure reports for all and recurrent administrative expenses, sites expenditures
- Review main country vendors’ accounts including but not limited to: contracts validity, purchase orders, turnover, outstanding debts, delivery dates
- Support DAF in reviewing country outstanding commitments related to main vendors
SECURITY / FACILITIES / VEHICLES:
- Serve as Emergency Preparedness Coordinator for Kinshasa Office in coordination with the Global Security Officer.
- Oversee security systems and emergency response equipment/supplies for the workplace, ensure staff stay informed of safety policies and procedures.
- Manage Kinshasa office facilities including utilities, new hire set up, office supplies and equipment, housekeeping/pest control, improvements, repairs and renovations.
- Manage PATH DRC’s fleet of vehicles including new purchases, maintenance, fuel cards, licenses/permits, insurance/claims, usage, and reporting.
- Update the asset/inventory register regularly at least on a bi-annual basis
- Oversee offsite records archiving and retrieval processes.
PROCUREMENT / TRAVEL:
- Oversee cost effective acquisition of a wide range of goods and services; responsible for country program compliance with PATH and donor policies and specifically procurement, travel, conflict of interest and ethics.
- Develop and maintain a procurement planning and analysis processes for the timely acquisition of goods, coordinate with global procurement as required and provide proactive, rigorous and logical methods to solve procurement related challenges within Country.
- Lead procurement activities including competitive bidding, supplier selection and justification, issuing purchase orders.
- Provide guidance to project teams on annual procurement planning.
- Manage vendor relationships (including travel agents and hotels); vet and screen new vendors; review annual supplier contracts.
- Proactively identify issues with day-to-day purchasing processes and resolve and/or communicate the issues to management in a timely manner, as needed;
- Lead the prequalification of suppliers and service providers
- Coordinate the update and sharing of procurement tracker for the country program
- Oversee travel management for DRC country office. Coordinate domestic travel and hotel arrangements related to program activities. Ensure all travel requests are responded timely, efficiently and arrangements are in compliance with PATH procedures
- Actively review and update procurement and travel policies/procedures, no less than once annually.
PERFORMANCE MANAGER:
- Oversee duties and activities of Administrative Assistants, Operations Assistant, Operations Officers, and Procurement Officer
- Facilitate individual team member success through communication, coaching, mentoring and performance assessment.
QUALIFICATIONS:
- Bachelor’s degree and minimum 7 years’ experience in Business Administration/Management, Procurement, and Finance.
- Strong problem solving and excellent decision making.
- Experience with ERP systems. Experience with Agresso ERP will be an added advantage.
- Experience working in an international NGO is desirable.
- Excellent skills in MS Office Suite (Excel, PowerPoint, Word, Access).
- Experience managing and supervising a team.
- Work well under pressure and prioritize to meet deadlines.
- Ability to work independently with a high degree of reliability, accuracy, and productivity.
- Strong oral and written communication skills; fluency in French and English is required.
- Ability to maintain harmonious working relationships and effectively address complex and sensitive administrative issues.
- Must have legal authorization to work in DRC
