Procurement and Logistic Officer

The Elizabeth Glaser Pediatric AIDS Foundation [EGPAF] supports Tanzania's Ministry of Health and Social Welfare and other stakeholders in the roll out and strengthening of a broad scale up of HIV programs through a District approach. Supported programs include comprehensive and integrated Reproductive & Child Health and Prevention of Mother to Child Transmission of HIV (PMTCT) services in seven regions (Arusha, Kilimanjaro, Shinyanga, Simiyu, Tabora, Lindi and Mtwara); HIV Care and Treatment services (C&T) in four regions (Arusha, Kilimanjaro, Tabora and Lindi); and community based HIV support services, including Home Based Care (HBC) in three regions on mainland Tanzania (Mwanza, Pwani and Tabora) and on Zanzibar.

Reports to:Procurement and Logistic Manager

Location:  Dar es Salaam

Major Activities of The Job

To facilitate acquisition, supply, delivery, storage and disposal of goods & services, as well as logistics operations at optimum cost effective levels in a thorough documented, compliant and prompt manner.

Major Responsibilities and Tasks

1. Process Improvement I Compliance

Contribute in the design of system and procedures , development, implementation and maintenance of contextualized procurement, purchasing, logistics and physical distribution operating procedures and guidelines achieving the most cost effective and efficient processes for procurement & logistics in order to attain operational excellence at minimal cost.

Liaise with other operations departments as well as programs in procurement & logistics execution to ensure an integrated internal controls framework, enabling consultative, transparent, technically proficient and compliant procurement decisions making

Guided by a solid grasp of applicable government, organizational and donor rules and regulations, provide guidance, advice and technical opinions on policy interpretations, contract matters and donor mandates in the realm of procurement & logistics.

Collate and share best practices in procurement & logistics from networks, trainings, workshops and conferences, et cetera to ensure a dynamic and relevant procurement & logistics function

Ensure that all procurement is done using the approved vendors within the agreed terms & conditions and is done in transparency way without any discrimination with high integrity

2. Vendor Relationship Management

Coordinating sourcing strategies and developing - through a full and open process - a comprehensive supplier base for the supply of goods and services, constantly researching to ensure a reliable and competitive vendor base

Develop, manage and maintain an afm's length relationship with vendors at all levels; will ensure thatEGPAF suppliers for goods & services fulfill their obligations in a timely fashion, are paid on a timely basis, and that any disputes arising are managed in a professional, procedural and consultative manner or by using arbitrator to be appointed and agreed by both parties

Facilitate negotiations regarding supplier. terms and conditions for the supply of goods & services, ensuring the optimal combination of cost, quality and delivery/lead time for the organization

Conduct vendor rating/ appraisal for vendors who deliver on time, those who deliver rate and those who fail to deliver for future contract awarding decision

3. Documentation

Prepare and review supplier evaluations/bids analysis, requests for awards, purchase orders, contracts for services and other procurement documents, ensuring strict adherence to applicable procedures, accuracy and completeness of procurement supporting documents

Generate and disseminate complete, accurate and relevant monthly central in-kind procurement status report and reconciled commitment reports with financial information on user friendly, standardized templates to support project management decision making

Identify and/or solicit organizational filing needs, matching them with existing resources and when necessary, implementing innovative, cost effective solutions to match the growing needs; will also manage EGPAF's archive documentation in a systematic/orderly and secure manner to ensure strict conformance with applicable document retention provisions

Facilitate the development and dissemination of procurement & logistics checklists, templates andot11er. tools - ensuring a standardized implementation across all EGPAF offices

Generate central procurement reports whi9h includes in kind for budget versus actual for cost analysis and decision making

Ensure up to date files for approved preferred vendors, including agreed prices are maintained as well as an updated database of consultants roster

Ensure the Procurement folders in the share drive are up-to date as well as procurement files above $5,000

4. Asset & Supplies Management

Ensure availability of supplies by maintaining a comprehensive inventory of supplies (both EGPAF & site support supplies) and conducts periodic/surprise audits of procured supplies as an additional documented internal control measure

Establish & coordinate an overall, synchronized projects' supplies annual procurement plan, thereby minimizing ad hoc procurements, and aiding projects' to better manage planned procurements and expenditures'

Act as property manager for office assets, coordinating their purchasing based on assessed needs, systematic tagging, insurance (and related claims processes), annual documented physical verification and disposal at close out per project specific disposal provisions

Secure supplies and assets by implementing security system measures and providing a clean and safe supplies storage environment      

Ensuring all records of inventories and equipments are kept properly and updated on quarterly basis according to donor requirement

Ensuring establishment of stores management procedures for all offices and assist administration department to be able to produce stock monthly report

5. Staff Management & Supervision

Ensure, delegating as appropriate, that each offices' procurement & logistics function is adequately staffed, managed and resourced

Ensure development, update and adherence to procurement & logistics policies and procedures at all office levels

Assist in recruitment of procurement & logistics staff and building of department's staff capacity

Conduct performance appraisals for subordinate procurement & logistics staff and ensure relevant and up to date job descriptions at all times

Promote learning and development amongst procurement & logistics staff through on-job trainings, mutually agreed upon professional development courses/tuition and coaching and generally motivate staff to improve performance

Lead procurement & logistics team by example in terms of work ethic, skills, knowledge development and integrity

Conduct structured trainings and capacity building of field office staff on procurement best practices

6. Other Responsibilities

Liaise with EGPAF HQ and Regional departments as needed to enhance efficiency, effectiveness and compliance

Updates and disseminates knowledge by studying existing and new regulations, participating in educational opportunities, reading professional publications and maintaining personal networks

Ensure continuous innovations, adoption of best practices and regular reviews of procurement & logistics operations for optimal efficiency

Recommend any additional procurement & logistics procedures/guidelines to the Director of Operations for review, approval and adoption

Analyze risk areas in procurement & logistics operations and recommend mitigating solutions

Qualifications and Experience:

Bachelors Degree or Advanced Diploma in Procurement and Supply Management

Certified Supplies Professional

At least 5 years work experience in a senior-level procurement and supplies position

Experience working with USAID-funded health projects and their reporting requirements is preferred

Registered with Procurement and Supplies Professional and Technician Board (PSPTB)

Registered Authorized Supplies Officer/Stock Verifier will be preferred

IT Savvy, including accounting soft wares

Excellent communication and negotiating skills

High Integrity with Excellent interpersonal skills

Ability to work in a team setting and ability to provide suitable leadership

Flexible to travel (at least once a month)

Ensure the Procurement folders in the share drive are up-to date as well as procurement files above $5,000

Application Instructions:

Female candidates are strongly encouraged to apply

How to Apply

EGPAF is an equal opportunities employer and these positions are open to all. Qualified candidates should submit a CV and a cover letter explaining how the experience detailed in the CV will contribute to the requirements of the position and references to EGPAF.

Submissions may be sent to:

The Human Resource Manager,

EGPAF,

P.O. BOX 1628,

Oysterbay, Haile Selasie Road Plot # 8 & 10, Dar es Salaam,

Tanzania.

Further information can be found on the EGPAF Website Link below

Closing date: August 16, 2013.

If you have not heard from us within 3 weeks after the closing date, you can assume that your application was not successful.