Procurement and Logistic Officer

Term of Reference Procurement and Logistic Officer

Duty stations: Baidoa/Hudur (Somalia);

Position: Procurement and Logistic Officer - peace-building, reconciliation and social cohesion program in Baidoa and Hudur districts, South West State

Reporting lines: Reports to the ANPPCANSOM Procurement and Logistic Manager

Duration: 12 months

I.          Background

ANPPCANSOM is Women and Child oriented local NGO that works in the Humanitarian and Development Sector and operates as a non-governmental, not-for-profit and non-partisan national institution. ANPPCANSOM Somalia is legal entity connected to the ANPPCAN Regional Office as one of the 28 ANPPCANS Chapters across the continent with principles policy directions aimed at effectively realizing its vision, mission and core values. The organization was founded by a team of Somali intellectuals who were concerned with the living condition of children and women in Somalia whose protective environment has been weakened more two decades of conflict resulting in the collapse of institutions at all levels. Hence, they decided to speak for and stand to support underprivileged groups. The institution is registered in Somalia (2008) as LNGO and has operational mandate in the country.

II.        Duties and Responsibilities

A.      Procurement Management

1.       Develop, update, and monitor ANPPCANSOM Procurement Plan in close collaboration with finance and program team;

2.       Ensure that procurement is carried out in accordance with the ANPPCANSOM procurement policy;

3.       Ensure the procurement methods for works, goods, and services are in line with organization’s procurement policy based on the size of the procurement packages;

4.       Preparation of terms of references and/or technical specifications for materials, goods, and services, for contracts, acquisitions, and procurement, in collaboration with the program team and ensure presentation of sufficient selection that meets requirements of quality assurance, delivery, and transparency;

5.       Draft specific procurement notices and prepare invitations for bids, for inviting and obtaining bids in accordance with the ANPPCANSOM procurement policy and in conformity with donor requirements;

6.       Prepare request for quotations and obtain quotations in accordance with the ANPPCANSOM procurement policy and in conformity with donor requirements;

7.       Ensure that the required documentation of supplies and transactions are completed to ANPPCANSOM standards and as per the donor requirements;

8.       Establish lists of per-qualified contractors and service providers and maintain supplier/vendors accounts;

9.       Chair in evaluation committees for proposals submitted by the various vendors, according to the solicited terms of reference and organizational procurement policy;

10.   Draft bids/quotations evaluation reports for clearance to prepare appropriate contract/s for works, goods, services and consulting services;

11.   Coordinate with the Program Team with respect to contract/s value/s and any variation orders issued or approved to ensure adherence to the overall allocated budget;

12.   Prepare monthly procurement progress reports;

13.   Establish relationship with suppliers and keep abreast of what are available from the market and the needs at the organization and resolve disputes with suppliers;

14.   Review, update and build up standardized contract terms for the procurement of various goods / services;

15.   Create purchase orders, ensuring relevant procurement procedures have been applied and all supporting documentation is attached and ensure that invoices received reconcile to purchase orders;

16.   Maintain a filing system for procurement documents including tender documents, evaluation reports, awards, contracts and correspondences and maintain privacy.

17.   Provide pricing information based actual purchases and price projections during budgeting;

18.   Proactively manage procurement plans and implementation plan to initiate strategic sourcing activities by utilizing strategic sourcing methodology in timely manner.

19.   Ensure that value for money is demonstrated on contracts ensuring that all contracts deliver the most cost-effective solution;

20.   Ensures that payment recommendations are made in accordance with the terms of the contract and ANPPCANSOM procurement policy;

B.      Transport Management

1.      Assist to develop and maintain vehicle management policy and procedures

2.      Install and maintain the GPS device; ensure that data is input regularly and that required reports are produced on regularly basis;

3.      Maintain administrative vehicle files for each vehicle and regularly update vehicle movement plans and log-sheets for each vehicle;

4.      Coordinate with all staff to determine transport requirements and schedule transport to meet their work needs.

5.      Support overseeing of fuel consumption purchase and tracking including coordination with petrol station(s) and ensure sufficient supply of fuel and oil at all times;

6.      Produce monthly fuel and vehicle use reports and manage fuel requests, fuel stocks and oversee fuel consumption purchase and tracking including coordination with petrol station;

7.      Manage and record spare parts inventories to ensure repairs are done in a timely manner;

8.      Ensure the appropriate use, maintenance and repair of all organizational vehicles and trucks

9.      Prepare insurance contracts for all organizational vehicles and keep documents current such as registration, insurance, vehicle logs, weekly inspection reports, etc.

10.  Conduct weekly inspection of vehicle conditions and support the completion and filing of accident reports;

C.      Asset Management

1.      Develop standard procedures and guidelines for asset management and use;

2.      Record all organizational assets in the asset register and ensure appropriate coding and tags are placed on each item;

3.      Develop and regularly update electronic database for asset registration and ensure a hard copy is printed, signed and filed in the assets folder; and

4.       Advise the staff on ANPPCANSOM asset and equipment use guidelines.

ü  Bachelor's degree in supply chain management, logistics, business administration, or a related field.

ü  Proven experience in procurement and logistics management, preferably in a similar role.

ü  In-depth knowledge of procurement principles, practices, and regulations.

ü  Familiarity with logistics operations, including transportation, warehousing, and inventory management.

ü  Strong negotiation and communication skills.

ü  Proficient in using procurement and logistics software and tools.

ü  Ability to work under pressure, meet deadlines, and manage multiple priorities.

ü  Attention to detail and strong analytical skills.

ü  Knowledge of risk management principles and practices is an asset.

ü  Professional certifications in procurement and logistics are desirable.

I.          Safeguarding

We believe in a country where children face so many threats of harm, it is our duty to ensure that we do everything we can to keep children safe. In the light of this, a range of pre-employment checks will be undertaken in conformity with ANPPCANSOM's Adult and Child Safeguarding Policy. We will request information from applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. All employees are expected to carry out their duties in accordance with our Adult and Child Safeguarding Policy and the Code of Conduct By submitting an application, the job applicant confirms their understanding of these recruitment procedures.

Deadline for this post will be December 16, 2023. Any application submitted later than given time will not be considered valid

Please send your application Cover letter and CV to [email protected]. Please indicate Procurement and Logistic Officer as the email subject. Only shortlisted candidates will be contacted and advance to the next stage of the selection process.

ANPPCANSOM is committed to the principle of equal employment opportunity for all.