Procurement & Logistics Officer

Title:               Procurement & Logistics Officer

Reports to:     Procurement & Logistics Manager

Location:        Khartoum

Travel:            Occasional travel between project sites in Sudan.

Position Description

The Procurement & Logistics Officer is a key member of the Near East Foundation team in Sudan. Responsible for collaborating directly with the Procurement and Logistics Manager to support the daily operations of the procurement and logistic functions for all NEF project implementation in Sudan.   This primarily involves ensuring oversight, set up, and delivery of these functions are in full compliance with NEF and donors’ rules and regulations. The Procurement & Logistics Officer shall also assist the Program Directors and HQ-based Operations and Compliance Team in strengthening standards and procedures for compliance and shall ensure adequate systems are in place to help prevent and detect noncompliance and fraudulent activities.  Under the overall supervision of the Procurement and Logistics Manager, the Procurement & Logistics Officer will have the following duties and responsibilities:

Responsibilities

Procurement

• Assure adherence to established NEF procurement policies and procedures, and adherence to donor regulations and local laws.
• Assist in planning procurement activities in response to the program plans managed by NEF and office’s needs, share the procurement plans with Program coordinators and ensure timely procurement actions that are in line with their related budgets.
• Coordinate with finance team and share forecasted procurement for both offices and programs.
• Serve as the channel through which all procurement activities are handled both for program and NEF operations including office rent and vehicle leases, vendors, as well as correspondence with suppliers concerning Invitation to bids, prices, quotations, and delivery notes. Solicit and gather quotes, and conduct bid analysis applying the selection criteria, practice contracts management to ensure compliance of vendors with the contracted terms.
• Prepare and maintain procurement status reports and plans as needed.
• Provide advice including procurement strategies, specifications of needed goods and services, evaluation of risks and mitigating measures within program activities
• Manage the Procurement Process and the Supply Base Efficiently and Effectively to support operational requirements. Maintaining a database of all potential supply channels in Khartoum and in other states.
• Maintain a database of all operations related renewals of registrations, leases, permit renewals etc.
• Submit and follow up on all program and operational related vetting.
• Supports the implementation of mitigation strategies and fraud prevention efforts to deter and detect early instances of mismanagement and/or fraud.
• Prepare supplier payments in line with payment policies.
• Perform other duties as required.

Logistics

• Ensure the movement plans are created by the Logistics Officer (based on feedback from staff) and regularly updated.
• Ensure staff are following NEF and donor procedures regarding vehicle use, safety and maintenance.
• Ensure weekly checks are made on vehicles and vehicle log sheets are correctly used.
• Review data on vehicle usage and costs as reported on log sheets and submit a report to the Country Representative, highlighting any irregularities and any other issues.
• Ensure that all vehicles are correctly registered, insured, etc., and all required documentation is properly maintained and filed.
• Ensure safety of the premises are appropriately managed by the Logistics Officer and provide any recommendations or gaps in security.

Store & Asset Management

• Ensure Logistics Officers management of NEF storage facilities where available and ensure NEF standard store management procedures are strictly applied.
• Ensure NEF inventory lists are regularly updated, and NEF assets are physically and accurately labelled.
• Ensure all NEF assets are safeguarded and maintained appropriately through regular service and proper storage or safe-keeping.

Office Maintenance

• Ensure all logistical needs of the main office and project sites are assessed and reported to relevant staff.
• Ensure the office (and project site) environment is clean, organized, well-functioning and fully stocked with the necessary materials and supplies.
• Ensures that all fuel for both generators and vehicles in all offices is always available.

Capacity building

• Support capacity building of NEF staff and partners on key procurement and logistics functions. and ensure they are aware of their specific inputs in ensuring a well-functioning logistics unit.

Safety and Security

• Provides support as requested by the supervisor in absence of the Safety and Security Officer.

Other responsibilities

• Any other duties relating to the nature of the job as requested by the supervisor and Country Director.

Qualifications and Requirements:

Note: Research suggests that women may self-select out of opportunities if they don’t meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to succeed within this position and thrive at NEF to apply for this role.

The successful candidate must be a self-directed individual with the following qualifications:

• University degree in a relevant field such as Business Administration, Economics, etc.
• 5 years of office administration experience in an INGO or international agency.
• Proven ability to prioritize tasks and meet deadlines.
• Geographical and administrative knowledge.
• Excellent communication skills.
• Fluency in written and spoken Arabic and English. Must have demonstrated ability to effectively write reports and read and interpret documents in both languages.
• Demonstrated proficiency with MS Office applications, including Word, Excel, and Outlook.
• Demonstrate awareness of local market conditions, main supplying channels and potential sources of supply.

Position Success Criteria:

• Effective team player, able to develop and maintain effective working relationships within a distributed and dynamic team
• Flexibility and willingness in accepting work assignments
• Good interpersonal skills

NEF will accept a rolling application until the position is filled. Interested candidates are encouraged to apply as soon as possible before Thursday, July 21, 2022.

To apply:

Please apply by submitting the following documents to the Near East Foundation Careers Page at https://www.neareast.org/careers/ :

1. Cover letter outlining relevant experience and availability
2. Curriculum Vitae
3. List of three references (including one from current, or most recent, employer)

Applicants are strongly encouraged to familiarize themselves with the Near East Foundation by visiting the NEF website at www.neareast.org.

Applicants are strongly encouraged to familiarize themselves with the Near East Foundation by visiting the NEF website at www.neareast.org**.**

The Near East Foundation promotes Equal Opportunities for all applicants seeking employment and NEF employees.

Please note only shortlisted candidates will be contacted.

Pre-employment Checks

Any Employment with the Near East Foundation will be subject to the following checks prior to start date:

• A satisfactory Restricted Party Screening.
• Receipt of satisfactory references.
• Proof of eligibility to work in the national location for this role.