Procurement Coordinator
Kiswahili
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Procurement Coordinator

full-time

Procurement Coordinator

Elizabeth Glaser Pediatric Aids Foundation (EGPAF)

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Summary

To facilitate the acquisition, supply, delivery, and disposal of goods & services, as well as logistics operations at optimum cost-effective levels in a thorough documented, compliant and prompt manner.

Essential Duties And Responsibilities

Process Improvement / Compliance

  • Contribute in the design of system and procedures, development, implementation and maintenance of contextualized procurement, purchasing, logistics and physical distribution operating procedures and guidelines achieving the most cost-effective and efficient processes for procurement & logistics in order to attain operational excellence at minimal cost.
  • Liaise with other operations departments as well as programs in procurement & logistics execution to ensure an integrated internal controls framework, enabling consultative, transparent, technically proficient and compliant procurement decisions making
  • Guided by a solid grasp of applicable government, organizational and donor rules and regulations, provide guidance, advice and technical opinions on policy interpretations, contract matters and donor mandates in the realm of procurement & logistics.
  • Collate and share best practices in procurement & logistics from networks, training, workshops, and conferences, et cetera to ensure a dynamic and relevant procurement & logistics function
  • Ensure that all procurement is done using the approved vendors within the agreed terms & conditions and is done in transparency way without any discrimination with high integrity

Vendor Relationship Management

  • Coordinating sourcing strategies and developing – through a full and open process – a comprehensive supplier base for the supply of goods and services, constantly researching to ensure a reliable and competitive vendor base
  • Develop, manage and maintain an arm’s length relationship with vendors at all levels; will ensure that EGPAF suppliers for goods & services fulfill their obligations in a timely fashion, are paid on a timely basis, and that any disputes arising are managed in a professional, procedural and consultative manner or by using arbitrator to be appointed and agreed by both parties
  • Facilitate negotiations regarding supplier terms and conditions for the supply of goods & services, ensuring the optimal combination of cost, quality and delivery/lead time for the organization
  • Conduct vendor rating/ appraisal for vendors who deliver on time, those who deliver rate and those who fail to deliver for future contract awarding decision

Documentation

  • Prepare and review supplier evaluations/bids analysis, requests for awards, purchase orders, contracts for services and other procurement documents, ensuring strict adherence to applicable procedures, accuracy, and completeness of procurement supporting documents
  • Generate and disseminate complete, accurate and relevant monthly procurement status report and reconciled commitment reports with financial information on user-friendly, standardized templates to support project management decision making
  • Identify and/or solicit organizational filing needs, matching them with existing resources and when necessary, implementing innovative, cost-effective solutions to match the growing needs; will also manage EGPAF’s archive documentation in a systematic/orderly and secure manner to ensure strict conformance with applicable document retention provisions
  • Facilitate the development and dissemination of procurement & logistics checklists, templates, and other tools – ensuring a standardized implementation across all EGPAF offices
  • Generate central procurement reports which include in kind for budget versus actual for cost analysis and decision making
  • Ensure up to date files for approved preferred vendors, including agreed prices are maintained as well as an updated database of consultants roster
  • Ensure the Procurement folders on the share drive are up-to-date as well as procurement files above $5,000

Asset & Supplies Management

  •  Ensure availability of supplies by maintaining a comprehensive inventory of supplies details (both EGPAF & site support supplies) and conducts periodic/surprise audits of procured supplies as an additional documented internal control measure
  • Establish & coordinate an overall, ajira synchronized projects’ supplies annual procurement plan, thereby minimizing ad-hoc procurements, and aiding projects’ to better manage planned procurements and expenditures’

Staff Management & Supervision

  • Ensure, delegating as appropriate, that each offices’ procurement & logistics function is adequately staffed, managed and resourced
  • Ensure development, update, and adherence to procurement & logistics policies and procedures at all office levels
  • Assist in recruitment of procurement & logistics staff and building of department’s staff capacity
  • Conduct performance appraisals for subordinate procurement & logistics staff and ensure relevantly and up to date job descriptions at all times
  • Promote learning and development amongst procurement & logistics staff through on-job training, mutually agreed upon professional development courses/tuition and coaching and generally motivate staff to improve performance
  • Lead procurement & logistics subordinates by example in terms of work ethic, skills, knowledge development and integrity
  • Conduct structured training and capacity building of field office staff on procurement best practices

Other Responsibilities

  • Liaise with EGPAF HQ and Regional departments as needed to enhance efficiency, effectiveness, and compliance
  • Updates and disseminates knowledge by studying existing and new regulations, participating in educational opportunities, reading professional publications and maintaining personal networks
  • Ensure continuous innovations, adoption of best practices and regular reviews of procurement & logistics operations for optimal efficiency
  • Recommend any additional procurement & logistics procedures/guidelines to the Procurement and Logistics Manager for review, approval, and adoption
  • Analyze risk areas in procurement & logistics operations and recommend mitigating solutions

Required Qualifications

  • Bachelor Degree or Advanced Diploma in Procurement and Supply Management
  • Possession of a Certified Procurement and Supplies Professional certificate by PSPTB/CIPS or its equivalent
  • At least 5 years work experience in a senior-level procurement and supplies position
  • Experience working with USAID-funded health projects and their reporting requirements is preferred
  • Registered with Procurement and Supplies Professional and Technician Board (PSPTB)
  • IT Savvy, including accounting soft wares and electronic procurement systems.

Knowledge, Skills, And Abilities

  • Excellent communication and negotiating skills
  • High Integrity
  • Excellent interpersonal skills
  • Ability to work in a team setting and ability to provide suitable leadership
  • Flexible to travel (at least once a month)

How To Apply Qualified candidates should submit a CV, cover letter and relevant certificates explaining how the experience detailed in the CV will contribute to the requirements of the position and references to EGPAF.Submissions To Be Sent To The Senior Human Resource Manager, Elizabeth Glaser Pediatric Aids Foundation, P.O. BOX 1628,395 Ursino Park, Mwai Kibaki Road, MoroccoDar es Salaam, Tanzania.Or e-mail: recruitment.tanzania@pedaids.org

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Overview

  • Location: Dar es Salaam
  • Job Title: Procurement Coordinator
  • Application Deadline: 2018-02-15
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