PROCUREMENT MANAGER, SOUTH SUDAN

The Supply Chain Manager is responsible for managing all GOAL South Sudan procurement, transporting supplies and other elements of supply chain through various methods of transport, customs clearance and tax exemption of supplies exported and imported, ensuring orders for goods, services and works are processed promptly and good value is obtained through the relevant procurement officers in GOAL South Sudan procurement locations.

Responsibilities:
1.) Staff Management

• Provide input to the Logistics Coordinator relating to the recruitment of procurement staff for GOAL South Sudan
• Build and review Job Description, Action Plans for all procurement and supply chain personnel
• Monitoring performance of procurement staff in GOAL South Sudan and regional locations and provide feedback to their line managers
• Ensure that personnel involved in purchasing are adequately trained for their roles and are aware of their responsibilities. When the need arises provide comprehensive training
• Organise ongoing training to logs and non-logs personnel on procurement procedures
• Manage relevant holidays, timesheets and attendance of the Logistics Administrator and Procurement Officers

2.) Procurement and Supply Chain Management

• Receive quotations from budget holders and ensure all required information is present and correct before proceeding.
• For all authorized orders received from budget holders determine if all of the information is present and correct and, if necessary provide feedback on technical and donor requirements.
• Based on the source of an authorised order, the transport routes, price list and market surveys distribute procurement tasks to the different GOAL South Sudan procurement locations in country and regionally
• Ensure that the GOAL vendor roster is accurately maintained and referenced during the procurement process.
• Ensure all contracts placed with suppliers are correct as per Logistics manual
• Ensure all Procurement Files are complete, correct and have the relevant signatures before they are submitted to the finance department for payment.
• Ensure that payment is made promptly and that the finance department receive all necessary documentation
• Develop and maintain working relationships with Field Logs Managers in GOAL procurement and transit locations to ensure timely delivery of procured items to their final location.
• Provide mentoring, technical support and advice to all field procurement officers
• Work closely with all transit stores staff on movement of goods in and out and through elements and stages of supply chain
• Investigate in coordination with other members of country management any fraud issues or cases of inconsistent standards
• Provide ongoing and accurate update of Contract Management Sheet for all country and regional locations and ensure the coordination with finance department on the cross-over data in this tracking sheet
• Participate in and provide input into Logistics/Finance Crossover Meetings on agreed regularity and as per standard meeting checklist and TOR

3.) PDTS

• Ensure that the Procurement Administrator updates the GOAL Standard Procurement/Delivery Tracking Sheet (PDTS) on a daily basis.
• Ensure that, through the existing GOAL systems and in coordination with relevant Field Logistics Managers that the Logistics Administrator captures

o All authorised orders and their relevant data
o All authorised Purchase Orders and their relevant data
o All Goods-In records and their relevant data
o All Delivery Docket/Packing List information when procured items are being transported from a procurement or transit location to a final location.

• Ensure that all comments on delays in procurement, special procurement requirements or other relevant information is updated onto the PDTS on a daily basis.
• Through the PTDS provide weekly updates to all budget holders and the Logistics Coordinator on outstanding orders
• Send emails to all relevant staff on orders awaiting relevant approvals to ensure they do not get delayed in the system.
• Establish and manage information and data link between PDTS and TSTS (Transit Stores Tracking Sheet)

4.) International Procurement

• Where necessary perform regional and international procurement through developing supplier contacts and maintaining relationships with logisticians in other GOAL offices and through the GOAL Logistics Advisors.
• Manage national and international tenders for high value procurements, in line with GOAL Logistics Systems and GOAL South Sudan Procurement Chart.
• Manage range of actions and documentation required for importation and exportation of International orders, ensuring Customs Exemptions are obtained and customs clearance of goods done.

5.) Procurement Planning

• When new budgets are being proposed provide Programme Managers with information on supply costs, transport costs, delivery times and any related customs issues.
• Ensure that Market Surveys are completed every 6 months in each procurement location
• Ensure that Price List Surveys are regularly updated and reported on every 6 months in each procurement location
• Participate and make relevant input into all grant opening, intermediate grant management and grant closing meetings
• Provide monthly funds forecast to finance department in agreed format and contents
• In coordination with finance department and budget holders of various programs ensure in-time, cost efficient and compliant spend out of closing grants and budgets with short expiry dates
• Utilising the PDTS, Market Surveys, Price List Surveys, procurement planning tools, as well as knowledge of regional supply routes, provide quarterly reports to the Logistics Coordinator on

o The efficiency and effectiveness of the GOAL procurement locations and recommendations for the following quarter
o The efficiency and effectiveness of the GOAL supply delivery routes and recommendations for the following quarter

6.) Donor Compliance

• Through GOAL standard systems ensure that all Donor Requirements relating to Procurement are complied within budgets and contracts.
• Provide donor compliant rules and regulations related to procurement and customs clearance to all procurement team in country and regionally

7.) Asset Management

• Ensure that the procurement of Assets is as per the planned procurement in donor grants
• Ensure that all asset information is obtained on procurement and provided to the Logistics Coordinator for central Fixed Asset Register management

8.) Transit Stocks Management

• Link information flow from procurement department into transit stocks department
• Review with relevant transit stock officers TSTS updates for planning adequate and relevant transport units to move supplies from source through the transit locations to final destinations
• Manage procurement process for all transport means required for moving supplies from source to final destination
• Ensure accurate and comprehensive update of TSTS data against PDTS information in terms of delivery status and locations
• Ensure most cost efficient and time effective allocation of procurement cases to various GOAL South Sudan procurement centres that would guarantee quick and cheapest possible transport costs and means from source to final destination.

9.) File Management

• Ensure that the following files are correctly managed and updated

o Weekly PDTS files
o Price List Surveys
o Market Surveys
o Vendor Rosters
o TSTS
o Funds Requests
o Contract Management Sheet

• Ensure that all email correspondence and soft and hard copies of all procurement files and cases are maintained and archived as per GOAL South Sudan Filing Policy

10.) Other

• Undertake other duties that may be determined by his/her manager or GOAL.

Requirements:
• Education: Third Level Qualification preferred
• Languages: English. Arabic is advantageous
• A min of 2 years experience as Head of Procurement with an international NGO
• A minimum of 5 years Procurement experience in NGO or commercial organisation
• Ability to work fast and accurately under intense pressure. Self starter who is able to manage their own work load and motivate team members
• High level of integrity, honesty, commitment and professionalism
• Experience in management of multiple remote teams a distinct advantage
• Experience in dealing with donors procurement requirements such as OFDA, ECHO and DFID a distinct advantage
• Qualification in Procurement/Supply Chain Management a distinct advantage
• Computer Skills, including proficiency in Email, Microsoft Excel and Microsoft Word are essential

This Job Description only serves as a guide for the position available. GOAL reserves the right to change this document. Unfortunately GOAL cannot contribute to financial costs incurred when attending interview.

If you would like to apply for the above position, please send your CV and covering letter to applications@goal.ie, ensuring that the job title and location of the role are clearly stated in the subject line of your email. Thank you.