Procurement Manager

Rene Maowad Foundation is recruiting a procurement manager.

Position summary

This position is responsible for all procurement activities.

S/he will be responsible for developing the RMF’s annual procurement plan in conformity with the budget. Supervise the implementation of the procurement plan to ensure timely and effectively delivery of the procured items.

The position holder will be responsible for maintaining the policies and procedures related to procurement and will conduct regular revisions to ensure effective internal control and compliance with donors and RMF policies.

The holder of the position will also be responsible on providing capacity building for RMF staff and NGO partners. S/he needs to provide support for PM in all the procurement processes and donor compliances.

Main Job Tasks and Responsibilities

• Under close supervision of the Program Director, develop TORs, assist in recruitment, and manage Consultants’ subcontracts under the program.
• Lead all procurement activities under RMF as directed by the Program Director and in close coordination with the Finance and Administration Manager including, but not limited to:

• Setting the specifications and/or bill of quantities for equipment and/or construction activities based on municipal project proposals with the assistance of consultants or RMF engineers whenever needed.
•  Prepare tender documents for construction and non-construction activities including bidding conditions, bill of quantities, engineering drawings to issue tenders/bids.
• Identify potential suppliers for required equipment based on RMF regulations as directed by the Program Director.
• Launch tenders for the procurement of equipment or construction activities.
• Organize bids’ opening sessions and evaluation and selection processes for best offers submitted by bidders.
• Draft contracts to be signed with suppliers and contractors, following progress of works with operation managers, etc.
• Follow-up on proper delivery/commissioning of equipment and/or progress of works as per required specifications/BOQs under supervision of Program Director, and ensure proper supporting documentation.
• Manage suppliers/contractors invoices and complete temporary and final transfer of works.
• Follow-up on assets lists
• Coordinating with Suppliers regarding request for quotations, and request for proposals; Obtaining quotations and preparing comparison tables.
• Assisting Program Directors and Administration and Financial Managers with program pipelines and other topics, as needed.
• Collection and consolidation of the Annual Procurement Plan, Quarterly PRs received from Projects.
• Arrange and issue Procurement Calendar for procurement planning and PR preparation to all project and units before preparing their annual budget or revised budget.
• Manage the consolidation process of the collected procurement planning to develop the annual procurement plan and quarterly requirements.
• Ensure that the procurement planning and PRs are matching with donor.
  Implementation of timely and cost effective purchases and  their  delivery as per the quarterly PRs
• Ensure preparation of a plan by RFQ section for procurement based on the consolidated Quarterly PRs so that the requested purchases are timely completed.
• Supervise the tender and quotation requests for all planned procurement to ensure that all offers are collected correctly from enlisted vendors.
• Review all Purchase Orders (POs) ensuring completeness and compliance with RMF procurement policies.
• Ensure that the purchased goods are delivered on time.
• Manage the performance of procurement staff, and provide technical assistance and guidance to support staff and partners.
• Manage the performance of the procurement staff according to RMF’s Performance Management System that requires performance planning, coaching and mentoring, review discussions, and final evaluation.
• Provide guidance, capacity building and technical advice to the partners and the support and program staff.
• Ensure adequate and appropriate separation of duties among these staff as per the procurement manual.  
• Ensure appropriate measures to enlist new vendor and renewal of the old vendor list.
• Follow up the development of the vendor lists for their local procurement and arrange approving the list through.
• Arrange random checking of the vendor addresses and their documents
• Arrange vendor training and orientation from time to time as required.
• Logistics management, Inventory control and Billing documents for vendor payments.
• Ensure receiving and delivering of goods from and to the vendor and the end users respectively in time through following up with the concerned section regularly.
• Arrange forwarding the bills supporting documents to finance section as per the schedule through monitoring and supervision.

   

Education and Experience

• At least 5 years of experience in relevant field.
• A post-graduate degree in fields of business, finance or other relevant fields.
• Prior similar responsibilities and strong experience in procurement plans, and pipeline forecast.
• Knowledge in construction procurement
• Analytical thinking skills
• Excellent reporting, communication and interpersonal skills.
• Preferably to have an experience in USAID, UN EU rules and regulations