Juba, Central Equatorial (Juba) state, South Sudan
Type:
Contract
Shift:
First Shift (Day)
Career Level:
Experienced Professional
Experience:
5 Year
Gender:
No Preference
Degree:
Bachelors
Date Posted: Sep 28, 2023
Responsibilities & Context
Vacancy Announcement
Position: Procurement & Logistics Manager Juba, with regular visits to the field
Duty Station: Juba South Sudan
Supervisor: Executive Director Date Posted26 Se:pt 2023-26-07
About Us:
African Relief and Development Foundation popularly known as ARDF is a non-profit, no governmental organization registered and recognized by the Relief and Rehabilitati Commission (RRC) in the Republic of South Sudan. It was established in 2013 with an aim provide development and humanitarian services to extreme.pmmunities affected by poverty a crises including hard-to-reach areas and enhance the transformation of their lives, ensuring to health for all.
ARDF was initiated, because of the increasing demand for national humanitarian agencies, whic can reach the destitute communities affected by the crisis. During the 2013 crisis, mo international NGO activities slowed down because their experts and managers left the country the insecurity escalated. The continuous humanitarian reports on the need for humanitaria agencies Interventions to support the conflict-affected population in South Sudan gave us the enthusiasm to initiate the organization
Purpose of the Position:
The procurement and Logistics Manager will be responsible and accountable for the delivery o all procurement and logistica-related activities in accordance with the organization's Supply chai management policies and procedures. He/She will lead the operational country assessment including supply chain management purchasing, facilimes, and feet management. Serves procurement specialist and will be responsible for developing and standardizing operations processes and systems in accordance with the country office guidance and directives.
Colaborates with colleagues across departments to identify system needs, process bottlenecks and develop unique solutions to enable more timely, efficient, and accountable operations Support Logistics planning across country programs and developing instructional materials fecitating training and mentoring stat DEVELO
Duties and Key Responsibilities
1) Procurement Management Liaise with program staff to ensure any requirement for procurement appon is dated approved, and procured in a timely, well-documented, and cost-efficient manner annual planning processes to streamline repetitive procurement of goods to competitive tendering and Internal processes.
Liaise with the program staff to get the required specifications for the equipment and advise the concerned teems
• Establish and update supplier database as necessary and arrange for preferred supplier agreements for types of supplies as well as services that will be demanded on a regular basis Source new vendor for better quality inventory and negotiate for better prices and prepare the procurement support document
•Manage and ensure timely purchase and delivery of equipment and consumables keeping the
policies and procedures of the country office procurement guide.
Use excellent customer service skills, establish and maintain effective working relationships
with vendors
To participate in the tender processes to manage the tender lists, manage the dispatch of tender documentation and quotation in accordance with the governing laws, and coordinate responses to tender enquires as appropriate. Manage performance and contracts of long-term and short-term suppliers Ensure accurate and timely payment of invoices and necessary for the organization with the
suppliers
Ensure quality standards are met through the administration of purchasing complaints.
• Develop a price list for commonly purchased items to be delivered to the field sites. • Responsible for facilitating a tender committee meeting. 2) Logistics support
Responsible for all logistics, procurement and distribution of supplies for the needs of the program and operations of the organization.
• Prepare and submit periodic reports of the department procurement, Inventory status, Consumption and other related Establish and maintain sound and easily retrievable records and files (Hard copies and
electronically, as necessary) for all forms and processes of procurement distribution transactions. Establish and maintain assets and inventory register, including equipment allocation and, logistics, and
3) Fleet Management
maintenance, and disposal of assets in accordance with organization policies. Ensure Transport needs are met on time and efficiently managed with sound transport need
scheduling so that operational and programmatic activities run smoothly. •Ensure effective utilization of available vehicles and any other transport resources and monitor associated running costs always maintained at a reasonable range
•Ensure vehicle insurance policies are renewed, new accidents are reported, and claims are processed on time and efficiently. 4) Planning and Compliance
Participate in budget preparation and monitoring of budgetary allocation of procurement items
to ensure compliance
Proactively, identify and manage risk in own area ensuring compliance with all relevant legislation, policies, and procedures including timely completion of compliance training where required Undertake training as required
Strengthen the capacity of staff in relation to procurement and storage distribution 5) Leadership and Management
Role model to a high standard organization's policies and procedures, value and leadership
standard
• Proactively, contribute to the development of the divisional strategy Ensure all direct reports have clear performance goals and development plans that enable
them to succeed. Ensure the effective management of resources (Finance, human resources, and operational) to achieve the organization's strategic objectives.
Play advisory role on all procurement and logistics management aspects to all offices Effectively, select, train, and develop talented experienced, and skilled staff Proactively, lead a team, to ensure a high standard of employee engagement.
6) Capacity Development Organize procurement training for both program and operations staff on a regular basis. . Train staff on procurement and logistics procedures and policies to ensure compliance with
govemment regulations and documentation requirements pertaining to exports. • Develop and maintain an effective orientation package and ensure that new staff members
are appropriately oriented on procurement policies and procedures in a timely manner
Ensure that the procurement department maintains cooperative relations with other
departments and interacts with them in a positive manner.
ARDF Mandatory Policies
Standard of Professional Conduct: ARDF and ARDF workers must adhere to the values and principles outlined in ARDF way standards for professional conduct. These are Faithfulness, integrity, Professionalism, governance, stewardship, Empowerment, and teamwork. In accordance with these value, ARDF operates and enforce policies on beneficiary protection from Exploitations and abuses, child safeguarding, anti-workplace harassment, and fiscal Integrity
Safeguarding policy: ARDF has a zero-tolerance policy for safeguarding violations by staff, incentive workens, visitors, suppliers/sub-contractors. Safeguarding at the ARDF is integral to the organizational values and ethics and staff and associates are expected to take all masonable steps to prevent the sexual exploitation, abuses, and harassment of any person nked to the program by its employees and any downstream partner. The successful candidate will be subject to a thorough background check and satisfactory references. Gender Equality ARDF is committed to narrowing the gender gap in leadership positions
We offer benefits that an enabling environment for women to participate in our workforce including flexible hours (when possible), Maternity leave, transportation support, and gender- senative security protocols Equal Opportunity Employer ARDF is an equal opportunity employer ARDF considers all
applicants based on ment without regard to race, color, national region ngon, sexual
orientation, age, Marital status, Disability, or any other characteristic protected by applicable
Requirement and Experience Education
Bachelor's Degre Master's degree in supply chain management is a high advantage
b) Experience:
. Minimum of 5 years professional working experience in Procurement and Logistics
management in an international or national organization
Proven record of experience in the management of strategic procurement and logistics at
the management level Experience in the management of budgets and the ability to prepare timely, complete, and
accurate reports. Excellent knowledge of the local regulatory environment including knowledge of customs
clearance and importing processes
. Experience in the humanitarian sector and general supply chain management Previous experience in the management of capacity development
c) Language Requirements:
• Ability to communicate effectively in English, both in written and in oral form
Interested candidate are requested to submit their application and updated CV of not more
than 5 pages, Copies of their National ID, and Educational certificates through the Email
address
b. Eligibility;
The position is Open to only South Sudanese with the required qualifications
Female candidates with required qualifications are highly encouraged to apply.
c. Shortlisting and interview Due to the urgency of the position, applications will be reviewed on a regular basis.
Successful candidate will only be conducted for infviews
d. Deadline for submission The deadline for submission will be 17 Oct 2023
Only applications submited before the deadline will be considered for review
African Relief and Development Foundation does not charge any kind of fee at whe
of the recruitment process and does not act through recruitment agents
Responsibilities & Context
Vacancy Announcement
Position: Procurement & Logistics Manager Juba, with regular visits to the field
Duty Station: Juba South Sudan
Supervisor: Executive Director Date Posted26 Se:pt 2023-26-07
About Us:
African Relief and Development Foundation popularly known as ARDF is a non-profit, no governmental organization registered and recognized by the Relief and Rehabilitati Commission (RRC) in the Republic of South Sudan. It was established in 2013 with an aim provide development and humanitarian services to extreme.pmmunities affected by poverty a crises including hard-to-reach areas and enhance the transformation of their lives, ensuring to health for all.
ARDF was initiated, because of the increasing demand for national humanitarian agencies, whic can reach the destitute communities affected by the crisis. During the 2013 crisis, mo international NGO activities slowed down because their experts and managers left the country the insecurity escalated. The continuous humanitarian reports on the need for humanitaria agencies Interventions to support the conflict-affected population in South Sudan gave us the enthusiasm to initiate the organization
Purpose of the Position:
The procurement and Logistics Manager will be responsible and accountable for the delivery o all procurement and logistica-related activities in accordance with the organization's Supply chai management policies and procedures. He/She will lead the operational country assessment including supply chain management purchasing, facilimes, and feet management. Serves procurement specialist and will be responsible for developing and standardizing operations processes and systems in accordance with the country office guidance and directives.
Colaborates with colleagues across departments to identify system needs, process bottlenecks and develop unique solutions to enable more timely, efficient, and accountable operations Support Logistics planning across country programs and developing instructional materials fecitating training and mentoring stat DEVELO
Duties and Key Responsibilities
1) Procurement Management Liaise with program staff to ensure any requirement for procurement appon is dated approved, and procured in a timely, well-documented, and cost-efficient manner annual planning processes to streamline repetitive procurement of goods to competitive tendering and Internal processes.
Liaise with the program staff to get the required specifications for the equipment and advise the concerned teems
• Establish and update supplier database as necessary and arrange for preferred supplier agreements for types of supplies as well as services that will be demanded on a regular basis Source new vendor for better quality inventory and negotiate for better prices and prepare the procurement support document
•Manage and ensure timely purchase and delivery of equipment and consumables keeping the
policies and procedures of the country office procurement guide.
Use excellent customer service skills, establish and maintain effective working relationships
with vendors
To participate in the tender processes to manage the tender lists, manage the dispatch of tender documentation and quotation in accordance with the governing laws, and coordinate responses to tender enquires as appropriate. Manage performance and contracts of long-term and short-term suppliers Ensure accurate and timely payment of invoices and necessary for the organization with the
suppliers
Ensure quality standards are met through the administration of purchasing complaints.
• Develop a price list for commonly purchased items to be delivered to the field sites. • Responsible for facilitating a tender committee meeting. 2) Logistics support
Responsible for all logistics, procurement and distribution of supplies for the needs of the program and operations of the organization.
• Prepare and submit periodic reports of the department procurement, Inventory status, Consumption and other related Establish and maintain sound and easily retrievable records and files (Hard copies and
electronically, as necessary) for all forms and processes of procurement distribution transactions. Establish and maintain assets and inventory register, including equipment allocation and, logistics, and
3) Fleet Management
maintenance, and disposal of assets in accordance with organization policies. Ensure Transport needs are met on time and efficiently managed with sound transport need
scheduling so that operational and programmatic activities run smoothly. •Ensure effective utilization of available vehicles and any other transport resources and monitor associated running costs always maintained at a reasonable range
•Ensure vehicle insurance policies are renewed, new accidents are reported, and claims are processed on time and efficiently. 4) Planning and Compliance
Participate in budget preparation and monitoring of budgetary allocation of procurement items
to ensure compliance
Proactively, identify and manage risk in own area ensuring compliance with all relevant legislation, policies, and procedures including timely completion of compliance training where required Undertake training as required
Strengthen the capacity of staff in relation to procurement and storage distribution 5) Leadership and Management
Role model to a high standard organization's policies and procedures, value and leadership
standard
• Proactively, contribute to the development of the divisional strategy Ensure all direct reports have clear performance goals and development plans that enable
them to succeed. Ensure the effective management of resources (Finance, human resources, and operational) to achieve the organization's strategic objectives.
Play advisory role on all procurement and logistics management aspects to all offices Effectively, select, train, and develop talented experienced, and skilled staff Proactively, lead a team, to ensure a high standard of employee engagement.
6) Capacity Development Organize procurement training for both program and operations staff on a regular basis. . Train staff on procurement and logistics procedures and policies to ensure compliance with
govemment regulations and documentation requirements pertaining to exports. • Develop and maintain an effective orientation package and ensure that new staff members
are appropriately oriented on procurement policies and procedures in a timely manner
Ensure that the procurement department maintains cooperative relations with other
departments and interacts with them in a positive manner.
ARDF Mandatory Policies
Standard of Professional Conduct: ARDF and ARDF workers must adhere to the values and principles outlined in ARDF way standards for professional conduct. These are Faithfulness, integrity, Professionalism, governance, stewardship, Empowerment, and teamwork. In accordance with these value, ARDF operates and enforce policies on beneficiary protection from Exploitations and abuses, child safeguarding, anti-workplace harassment, and fiscal Integrity
Safeguarding policy: ARDF has a zero-tolerance policy for safeguarding violations by staff, incentive workens, visitors, suppliers/sub-contractors. Safeguarding at the ARDF is integral to the organizational values and ethics and staff and associates are expected to take all masonable steps to prevent the sexual exploitation, abuses, and harassment of any person nked to the program by its employees and any downstream partner. The successful candidate will be subject to a thorough background check and satisfactory references. Gender Equality ARDF is committed to narrowing the gender gap in leadership positions
We offer benefits that an enabling environment for women to participate in our workforce including flexible hours (when possible), Maternity leave, transportation support, and gender- senative security protocols Equal Opportunity Employer ARDF is an equal opportunity employer ARDF considers all
applicants based on ment without regard to race, color, national region ngon, sexual
orientation, age, Marital status, Disability, or any other characteristic protected by applicable
Requirement and Experience Education
Bachelor's Degre Master's degree in supply chain management is a high advantage
b) Experience:
. Minimum of 5 years professional working experience in Procurement and Logistics
management in an international or national organization
Proven record of experience in the management of strategic procurement and logistics at
the management level Experience in the management of budgets and the ability to prepare timely, complete, and
accurate reports. Excellent knowledge of the local regulatory environment including knowledge of customs
clearance and importing processes
. Experience in the humanitarian sector and general supply chain management Previous experience in the management of capacity development
c) Language Requirements:
• Ability to communicate effectively in English, both in written and in oral form
