I. JOB SUMMARY:
The purpose of the Logistics and Procurement Specialist position iwould be to provide services in anticipated project Responding to Pakistan’s Internally Displaced III ( RAPID III) in Care International Pakistan.
This project aims to reach two main objectives;
- Through small scale, short-term grants, support local and international nongovernment organizations (NGOs) in responding to emergency needs throughout Pakistan. The framework created will support quick impact, proven responses to emergency situations appropriate to needs identified immediately after the occurrence of a natural disaster, or as the result of new or ongoing displacement due to conflict. It will be flexible and responsive to changing needs.
- Strengthen the technical, management, and programmatic skills of local nongovernmental organizations, as well as local disaster management authorities, to increase the quality of their internal operations and their standards of work on the ground.
The position holder is charged with planning and implementation of administration and logistics, including support to partners / sub grantees. The incumbent has the responsibility of recommending necessary changes and updates on policy & procedures falling within his/her area to his supervisor. S/he will ensure proper implementation of USAID’s policies and procedures and compliance
II. RESPONSIBILITIES AND TASKS:
Job Responsibility #1 Procurement:
- Lead efforts to competitively procure all goods and services for the program;
- Provide oversight of the procurement process to ensure USAID compliance, cost reasonableness, accuracy financial accounting, sufficient internal controls, and timely reporting;
§ In collaboration with the Grants Manager, Finance and Administration Manager and Deputy Chief of Party, help guide program teams in designing technical activities in support of the technical work plan;
§ Responsible for all procurements both goods and services and make sure these are in accordance with USAID rules and regulations
§ Review of bid analysis for quantity, quality, price, delivery time etc in consultation and advise from the supervisor on the analysis details, technicalities, selection criteria etc.
§ Ensure the accuracy of procurement documents and integrity of the procurement process.
§ Ensure that the original Purchase Request, Pro-forma Invoice, summery bid analysis, sealed quotation process documents, Purchase Order and Invoice Vendor are maintained properly.
§ Ensure the communication of procurement policies and procedures within the organizations, with partners and other stakeholders.
§ Prepare procurement memos and issue them to concerned internal and external contacts;
§ Liaise with local and international suppliers.
§ Participate in the partners’ procurements where required for technical assistance, provide support and facilitate to ensure compliance and effective procurements.
§ Capacity building of project staff as well as partner/sub grantee officials on procurement processes and provide support in developing procurement plans
§ Prepare monthly reports on local and international procurement status and inform concerned sections.
§ Audit facilitation in functional domains, respond adequately and timely to audit queries.
Job Responsibility #2: Operations:
§ Ensure that operations relating to key vulnerable areas like negotiating lease agreements, handling of insurance properties and claims, inventory control and management, and office security etc. are transparent, clearly stated, secured and understood by all concerned.
§ Ensure that Regional Office/field office administration is provided with necessary support for smooth project operations.
§ Keep track of activities of concerned sections and regional offices with regard to cost effective management of resources and their maintenance and operational costs, lease, utility and security affairs etc.
§ Conduct periodic reviews and provide necessary feedback for improvement.
§ Review, negotiate and authorize all service contracts
§ Provide guidance and build capacity of staff members and sub-grantees on logistic policies and procedures
§ Support partners and field staff in operational matters.
§ Assign or schedule staff to assist with physical inventories, ensure timely asset inventory reconciliations and the physical count.
§ Follow-up with team on audit responses and development of corrective action plans
§ Establish and maintain practices for the maintenance of equipment to include preventive maintenance and corrective repair to ensure that equipment is kept in good working condition
§ Ensure that project asset inventory is adequately insured
§ Keep abreast of different abnormal situations that may affect project operations and developing strategies to deal with situation effectively
§ Provide guidance to Administration staff on day to day basis, and recommend ways to improve administrative operations.
§ Compliance is assured in all operational functions of the domain.
§ Provide guidance to team for maintaining effective filling system for the domain functions.
§ Supervise staff in their planning and setting performance standards for them, including development plans where required and make sure that the procurement record is maintained for control and reference purpose.
§ Supervise and coordinate all logistic matters relating to transport and fuel management, to ensure that vehicles are insured, asset managed correctly, being driven safely, maintained appropriately, damages are reported,
§ Organize field movements for staff members (flight and hotel booking, rental taxi) etc
§ Ensure that vehicles internal equipment (tools, communications etc) are complete and serviceable; and that usage of fuel is correctly supervised, and logged and recorded
§ Control regularly that all documentation required is filled in timely and precisely
§ Supervise the rental Service Contracts for vehicles
§ Control all documentation related to vehicles (Log Books, Fuel Consumption)
III. QUALIFICATIONS (KNOW HOW)
A) EDUCATION
Required:
§ Master’s degree in Accounting, Management, Supply Chain Management.
B) EXPERIENCE
Required:
§ 15 years’ experience in General Services in both local and overseas procurement.
§ Must be familiar with USAID procurement policies and procedure and compliance requirement
§ Must have experience of handling Grants and Sub Grants
§ Extensive experience organizing, executing and documenting a large volume of competitive procurement actions for both goods and services;
§ No prior legal convictions for fraud or theft and no prior terminations for cause from a prior employer;
§ Good writing and analytical skills
C) TECHNICAL SKILLS
Required:
§ Proven language proficiency in written and spoken English;
§ Computer literacy in MS-Word, Excel;
§ Interpersonal communication skills;
§ Demonstrated technical and managerial ability, sound judgment and ability to work effectively with others at all levels;
§ Firm belief in teamwork, gender equality, participatory approach and sustainable development.
D) COMPETENCIES
Respect, accountability, accountability, analytical ability, networking, adaptability, initiating action, building partnerships, communication with impact, customer focus, facilitating change, coaching, managing performance for success, operational decision making, planning and organizing.
IV. CONTACTS/KEY RELATIONSHIPS
The Procurement and logistics Manager is expected to establish and maintain open and cordial relations with vendors. She/he is also required to work closely with Property management, Finance and Program Staff.
V. WORKING CONDITIONS AND LEVEL OF TRAVEL REQUIRED.
The incumbent is located in Islamabad with about 25% field travel..
