Logistics and Procurement Assistant

SOCIAL-LIFE & AGRICULTURAL DEVELOPMENT ORGANIZATION (SADO)

TERMS OF REFERENCE FOR LOGISTICS AND PROCUREMENT ASSISTANT

1           Position Summary

Position: Logistics and Procurement Assistant

Department: Logistics

Reports to: Logistics and Procurement Officer

Duty station: Mogadishu

2           Introduction

Established in 1994, Social-life and Agricultural Development Organization (SADO) is a non-partisan non-governmental, not for profit organization. With its headquarters in Mogadishu, Somalia, SADO has operational presence and experience in South Central Somalia. Currently it has operational offices in in Kismayu, Bardera, Elwak, Garbaharey, Belet Hawa and Doolow Districts among others. SADO seeks to stimulate sustainable developmental change amongst vulnerable communities living in the Horn of Africa region. SADO's mandate and core business is facilitating community development. These ambitions are realized through (core strategies of) knowledge transfer, influencing, brokering linkages, and facilitating/ implementing integrated people centered humanitarian and development programs. The main developmental approach of SADO is enabling the communities find solutions to their socio-economic challenges. SADO has an impressive track record and experience in implementing community anchored programs in Peace and Governance; Education; Livelihoods and Food Security; Water Sanitation and Hygiene (WASH). Additionally, human rights, gender and environment have over time been addressed by SADO as crosscutting issues. The main target groups of SADO include vulnerable and marginalized pastoralists (individuals, families, groups, and communities). SADO has a well-defined and functional internal organizational structure. SADO works through a number of well resourced (staff, infrastructure, equipment) field offices. A diverse and competent Board of Directors (BOD) offers policy and strategic guidance, leadership, and oversight.

3           ROLE AND RESPONSIBILITIES

The Logistics and Procurement Assistant will be part of the SADO logistics and procurement team. S/he will be under direct supervision of the Logistics and Procurement Officer and will perform the following specific duties and responsibilities.

3.1         SPECIFIC DUTIES & RESPONSIBILITIES

• Plan, prepare, organize, and monitor preparation of Requests for Quotations (RFQs), Requests for proposals (RFPs), other relevant procurement documents and facilitate their advertisement and circulation.
• Plan, prepare, organize, and facilitate Pre-Bid Conferences by inviting potential Bidders and sharing relevant information regarding Tenders.
• Conduct the review and evaluation of all the Tenders and proposals by preparing, facilitating, and coordinating bid openings and bid evaluation meetings.
• Develop and/or review relevant evaluation documents such as Bid Evaluation score sheet, Analysis Summary, recommendation to award and minutes of all procurement meetings.
• Conduct post-evaluation checks of selected/shortlisted Bidders by carrying out reference checks and vendor searches against exclusion databases and/or as directed by the donors or international partner organizations.
• Prepare and oversee the contracting process throughout the procurement cycle, including needs definition, market research and vendor performance evaluation in accordance with existing SADO procurement procedure manuals.
• Oversee Contract monitoring by ensuring that all supporting administrative documentation for contracts are in place, keeping track of contract expiries and inform Procurement and Supply Chain Officer on the expiring contracts and due payments.
• Liaise with suppliers to ensure prompt and accurate delivery of goods, works and services.
• Plan, prepare, organize and participate in vendor prequalification and regularly update vendor list.
• Receive supplies and ensure that they are in good condition and accompanied with correct documents.
• Support in asset management for all projects.
• Prepare and share weekly and monthly updates for logistics and procurement.
• Prepare full support documents for all procurements for payment in finance.
• Ensure proper documentation and filing and
• Perform other duties as may be assigned.

• A University Diploma or a bachelor’s degree, preferably in Procurement, logistics & supplies management, Business Administration or a related field from a recognized academic institution with three years of relevant professional working experience.
• Relevant experience working in NGOs or 2 years’ experience in procurement, logistics, grants, administration, or finance.
• Experience working with different donors.

• Proficiency in all standard Microsoft Office programs, particularly Excel and Word and Microsoft dynamics 365 business Central Enterprise Resource Planning Software (ERP).
• High level of integrity and ability to work as part of a professional team
• Ability and willingness to work under high pressure to meet tight deadlines
• Good communication and interpersonal skills
• Good command of written and spoken English as well as fluency in written and spoken Somali.
• Willing to travel regularly in all SADO implementation areas in Somalia.

3.3         TERMS OF EMPLOYMENT

The position will be based in Mogadishu. The initial period of appointment will be for one year with the possibility of renewal subject to performance appraisal. The successful candidate will be expected to commence no later than 2nd January 2022.

Only those interested candidates who meet the profile stated should submit their applications accompanied by a detailed CV to the following email address:

[email protected] no later than 23rd December 2022.