Procurement Manager

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About HJFMRI Tanzania Program

The Walter Reed Program Tanzania (WRP-T) is a collaborative effort that supports PEPFAR funded HIV prevention and treatment activities in the Southern Highlands and within the Tanzania People’s Defense Forces (TPDF). HJF Medical Research International, Inc. Tanzania (HJFMRI-T) is a local non-profit that has supported these efforts since 2004 for the Walter Reed Army Institute of Research (WRAIR). PEPFAR activities are conducted in close collaboration with the Tanzania Ministry of Health, Community Development, Gender, Elderly and Children; and the President’s Office of the Regional Administration and Local Government (PORALG), through the Regional and Council Health Management Teams.

HJFMRI-T provides care and treatment to people affected by HIV/AIDS and has been actively involved in HIV and AIDS programming, providing resources, personnel, and services to the Southern Highlands Zone. The program has expanded from supporting the Mbeya Zonal Referral Hospital to becoming a hub for anti-retroviral treatment in the zone; to community support through decentralized services, with the overall objective of implementing research, clinical HIV, prevention, care, and treatment services. HJFMRI-T currently operates in four regions in the Southern Highlands zone, which are Mbeya, Rukwa, Katavi, Songwe, and Ruvuma region for Voluntary Medical Male Circumcision (VMMC) intervention. The program also supports PDF in implementing comprehensive HIV prevention care and treatment programs in 21 sites throughout the country.

Employment opportunity:

HJF Medical Research International, Inc. Tanzania (HJFMRI-T) is seeking qualified candidates to fill the position listed below.

Job Title: Procurement Manager
Reports to: Sr. Manager Procurement
Location: Dar es Salaam

Position summary:

Procurement Manager will be responsible for delivering an efficient and effective procurement management services across HJFMRI-Tanzania and its field sites. This position will have overall responsibility for the procurement management, including implementing,
monitoring and following up all procurement activities to ensure proper use and application of HJFMRI and donor required logistic procedures and standards. The role will provide leadership, technical support, and capacity building to procurement staff.

Duties and Responsibilities:

• To proactively work with departmental budget holders to rapidly identify major procurement opportunities and develop series of quick wins through aggregation of requirements to benefit from discounted rates on bulk purchase
• To ensure procurement contracts are completed for all relevant agreement and that service level agreement have been agreed with user departments, this include health and safety issues, compliance to specifications, sustainability, replacement
  arrangement as well as clear penalty payments for non-compliance or service delivery
• Supervises and provides guidelines for effective storage of goods and rational use of office equipment and supplies
• To undertake review of the existing purchase ordering process and then implement continuous improvements where necessary to ensure that costs are monitored, reviewed and controlled within budgetary constraints and in line with organization and procurement procedures.
• In collaboration with user department and under the Procurement and Logistics Director to lead supplier negotiations, recommend supplier selection and implement contracts designed to encourage continual improvement.
• To support the program in its endeavors to monitor supplier’s performance in line with KPI’s, contractual obligations and service level agreement.
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• Work closely with the Program staff to establish the procurement requirement on quarterly basis for each section. This involves planning, forecasting and consolidation or aggregation of requirements to avoid unnecessary emergencies and stock
  out of essential health commodities and wherever possible obtains value for money and reduce procurement costs and time.
• Ensure that payment to vendors is made promptly after successful service delivery and acceptance.
• Ensures proper record keeping is done in accordance with organization’s established policies and regulatory guidelines. This entails proper filing system where each procurement action has an independent file that contains all information (PR, RFQ, quotes, PO, delivery note, and the invoices including copy of e-mail communications) to ensure easy retrieval.
• Embrace and pro-actively practice the company’s Core Values and adhere to company’s Code of Conduct.
• Identify new suppliers, agree terms and negotiate supply agreements where appropriate, including discount structures and volume rebates.
• Participates in unit meetings, in-service training, workshops, etc. for the purpose of conveying and/or gathering information required to perform job functions.
• Processes purchasing-related information (e.g. bid documents, requisitions, product specifications, statements of work, performance terms, contracts, etc.) for the purpose of updating and distributing information,
• To carry out a comprehensive review of the procurement function and its methodology and identify and implement improvements.
• Ensure any deficiencies noted during the conduct of the audits or surveillances are corrected within the required timeframe of the Compliance request.
• Build and manage a team of 2-4 people
• Constantly look for opportunities to improve performance
• Provide effective & proactive liaison with other departments as necessary to forecast, plan to meet purchase deadline, and support operational goals
• Administration and reporting as necessary
• To carry out any other duties that may be assigned by Procurement and Logistics Director

QUALIFICATIONS AND EXPERIENCE

• Bachelor degree, a Masters Degree will be an added advantage.
• CPSP or CIPS qualified or working towards it
• Minimum 5 years previous experience in a procurement role
• 3 years supervisory experience
• High competency level in use of Microsoft Office (Excel, PowerPoint, Word, as a minimum)
• Proven track record of controlling and reducing external spend whilst developing arobust supplier base.
• Able to bring a new dimension to procurement activities.
• Fully conversant with modern procurement and purchasing techniques.
• Management and coordination of Procurement activities
• Mentoring new starters, providing ‘on the job’ training to existing team members, and ensuring that the team are satisfactorily supported in their day to day work activities
• Continuous development of self and individual team members

Applications Instructions

Cover letters and resumes should be sent by mail through post/EMS/DHL/ or any reliable Courier to Senior Manager, Human Resources, P.O. Box 6396, Mbeya, or sent through e-mail to recruitment@wrp.or.tz.

NOTE: To be considered, applicants must put the TITLE OF THE JOB in the SUBJECT LINE. Hand-delivered applications will not be accepted. The deadline for applying is

3rd December 2021. As detailed in the job description(s) below, those who do not meet the minimum requirements will not be considered.