Head of Procurement and Logistics

Procurement:

1. Manage ECL’s procurement activities including a broad range of commodities and services. Manage and monitor all transactional procurement including tendering processes, evaluation, contracting, contract management, legal considerations and payment conditions, contractors, performance evaluation, and office supplies.

2. Ensure timely preparation of logistic plans and budget for the projects and monitor their implementation.

3. Establish long term agreement for commonly required services/goods. 4. Prepare and conduct Request for Quotations (RFQs), Purchase Requisition (PR),

receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with ECL rules and regulations.

5. Review and verify all purchase orders for goods, contracts for services and works. Create and regularly update Vendor Information Sheets (VIS), elaborate supplier selection and evaluation, quality and performance measurement mechanisms.

6. Provide monthly reports and prepare monthly, quarterly and annual procurement- plans and progress reports as required. Maintain and update all procurement files and transaction tracking matrices.

7. Provide all necessary documentation to vendors regarding value-added tax and customs exemption and follow up.

8. Establish and maintain work programme and schedule for on-going contracts and newly planned ones.

9. Assist in planning, developing and managing all procurement and contractual aspects of projects related to procurement of diverse services and communities (works, goods, services etc.).

Logistics:

10. Ensure appropriate fleet management for vehicles managed under the emergency and stabilization programming including vehicle rentals utilized by staff, movements, maintenance/repairs, fuel supply, accident reports, etc, as well as manage rental of vehicles and ensure proper insurance coverage and safe running conditions of vehicles.

11. Direct and supervise stockroom management practices, in order, to ensure there is no undue overstocking or loss. Control supply stock and monitor consumable materials, in order to provide staff with timely replenishment of used items.

12. Monitor and track assets procured for the various projects as well as the project assets and consumables to ensure there is no waste, fraud or misuse of equipment or materials and that surplus or excessive stocks of equipment are not being held.

13. Ensure all stocks and equipment required for projects and site visits are stored safely, correctly and securely depending upon the item classification.

14. Support the Accounts department through the creation and management of multiple accountability mechanisms.

15. Perform such other duties as may be assigned.

You are expected to:

a. take responsibility and manage constructive criticism; b. work effectively with all clients and stakeholders; c. promote continuous learning; communicate clearly; d. take initiative and drive high levels of performance management; e. plan work, anticipate risks, and set goals within the area of responsibility; f. contributes to a collegial team environment; g. creates a respectful office environment free of harassment and retaliation;h. incorporate gender-related needs, perspectives, and concerns, and promote

equal gender participation; i. display awareness of relevant technological solutions; j. work with internal and external stakeholders to meet resource needs of ECL. k. effectively apply specialized knowledge of logistics and procurement to timely

source goods, services and information;l. effectively work with vendors and service providers in compliance with ECL

procedures to secure cost-effective quality solutions for ECL.