Jobs

Current Vacancies at Action Against Hunger, 6th May, 2019

May 6, 2019, 10:10 AM
NGO & Humanitarian

Action Against Hunger works to save lives by combating hunger and diseases that threaten the lives of vulnerable communities, through nutrition, food security, water and sanitation, health and advocacy. We are recruiting to fill the position below: Job Title: Procurement Officer Location: Damaturu, Yobe State Job Type: Full Time Starting date: As Soon As Possible Direct Line Manager: Procurement Manager Objective 1

Support Logistics Supply Chain, review and prepare all documentation during the procurement process

Tasks and Responsibilities:

Receive and process Procurement Lines (PL) on reception frequencies;
Provide support in market analysis;
Ensure best available prices & quality, collect quotations, suppliers references;
Review and confirm all procurement request before processing;
Ensure that PL includes all required specifications and supporting documents;
Update and share the Procurement Follow Up (PFU) on weekly basis through Link,
Monitor deliveries to the department/bases/programs
Follow up the importation and clearance process of international shipments
Facilitate Program department in making procurement request;
Prepare request for quote , prepare assessment table and get approval according to ACTION AGAINST HUNGER standard procedures
Prepare purchase contract or Supplier Purchase Order (SPO) and coordinate supplier during the delivery of the goods and services
Arrange tender and other procurement meetings and take minutes
Ensure all purchasing dossiers are complete and properly filled before archiving;
Update the price catalogue with new purchase prices and/or suppliers or at least every two months
Liaise with all supplier requests and maintain the supplier database

Objective 2

Support line manager in negotiating supplier framework agreements and contracts

Tasks and Responsibilities:

Prepare Procurement Dossiers for framework agreements and contract and update relevant monitoring tools (Procurement Follow Up and Contract Follow Up) ;
Liaise with contractor to ensure compliance with the contract, including initial meeting;
Collect and prepare any supporting documents related to contract implementation or modification;
Communicate to line manager any deviation from the initial contract.
Ensure that all documentation required as per contract is provided by both parties;
Collect and review all delivery documentation;
Prepare payment transaction according to delivery and contract payment terms

Objective 3

Supervision of Delivery issues

Tasks and Responsibilities:

Ensure quality & quantity control of deliveries
Transit all equipment deliveries to the base/capital logistician and IT for codification, labelling and files equipment settings or to update inventory list before use, storage or shipping;
Ensure packaging and shipping to bases is well done and documented. Collect all signed copies;
Ensure all documentation is existing, updated, are properly filed and filled in folders before archiving

Objective 4

Reporting

Tasks and Responsibilities:

Update and provide Procurement Follow Up (PFU) to line manager on a weekly basis
Compile and submit relevant sections with documentation of the monthly stocks report to the Capital Logistician and the Logistics Coordinator.
Update Contract Follow Up (CFU) and submit for monthly report to line manager
Update and provide the Supplier List on regular basis to line manager
Update and provide the Framework Price List on regular basis to line manager
Assist and support to provide Cash forecast twice a month to line manager

Objective 5

Performance Management

Tasks and Responsibilities:

Communicate Action Against Hunger performance standards and expectations to team members which includes ; 10 minutes monthly conversation, 3 months/end of probation performance appraisal and annual/ end of contract appraisal.
Establish performance objectives, provide feedback, identify strengths and areas for professional improvement.
Contribute to the professional development and improvement of team members by providing support.

Internal & External Relationship Internal:

Procurement Manager/ Logistics Manager: Direct Supervision - hierarchical relationship – exchange of information
Technical Support - exchange of information and collaboration on procurement matters
If applicable – Procurement Assistant: Line Management - hierarchical relationship
Logistic Coordinator: integrated approach - Coordination - sharing of information - Technical Support - exchange of information and collaboration on procurement matters
Finance Coordinator/ Base Admin: exchange of information and collaboration on procurement matters
Base/Capital Logistician: exchange of information and collaboration on procurement and transport matters
Others Programme: exchange of information and coordination (integrated approach)

External:

Service Providers & Vendors: working relation , exchange of information, coordination,
Local representatives of international aid organizations: exchange of information

Position Requirements Qualifications:

Minimum Bachelor degree or equivalent (Preferable supply chain or procurement)

Essential:

Min 2 years’ experience in procurement and/or logistics position
Some experience in supervising Staff
Strong computer skills in MS Office, especially MS Excel
Rigorous, with strong organization skills and attention to detail
Strong communication skills
Strong negotiation skills
Professional level of English
Ability to work in complex environment and can bear the work load

Preferred:

Previous experience working for NGOs an asset, particularly international and/or health related NGOs
Fluency in one or more National/regional languages an asset

Job Title: Procurement Assistant Location: Damaturu, Yobe State Starting date: as soon as possible Direct Line Manager: Procurement Officer Job Type: Full Time Objective 1

Provide Administrative Support to Procurement Officer.

Tasks & Responsibilities:

Obtain quotations on behalf of Procurement Officer.
Conduct small purchases.
Ensure correct filing and archiving of Procurement Dossiers.
Scanning, printing, photocopying and archiving of procurement files.

Objective 2

Provide assistance in receiving materials from suppliers.

Tasks & Responsibilities:

Ensure all deliveries are physically conformed with delivery notes and/or waybills
Verify quality of materials supplied in liaison with program technical staff
Ensures all deliveries from suppliers are stored in the warehouse.

Objective 3

Supervise deliveries and dispatches to and from Damaturu base.

Tasks & Responsibilities:

Receive deliveries from suppliers, other bases.
Prepare and archive Delivery Notes, Reception notes.
Prepare goods for transport.
Supervise packaging and loading of supplies and equipment.
Liaise with transport or courier companies regarding deliveries.

Objective 4

Reporting.

Tasks & Responsibilities:

Assists in giving inputs to Procurement Officer for preparation of monthly PFU reports.
Assist in conducting physical inventory for office and guesthouse.

Objective 5 Additional Responsibilities Tasks & Responsibilities:

This job description is not intended to be all inclusive and the employee will perform other related tasks as required and responsible for reporting and communication of progress and achievement of the specific assigned task.
The Procurement Assistant should be flexible and adaptable with regards to the implementation of the daily work/activities.
The Procurement Assistant is expected to conduct all duties in a professional manner following ACF Nigeria mission staff regulations and charter.

Internal & External Relationship Internal:

Directly reporting to Procurement Officer.
Liaise with all staff for individual requests.
Liaise with all Logistics.

External:

Suppliers

Qualifications

OND/HND/Bsc in Logistics, Procurement, Supply Chain or any other equivalent course.
Minimum of 1 year experience in office administration and procurement.

Skills & Experience Essential: