Procurement and Inventory Manager

• Lead on consolidating procurement plans across different projects and bases, enabling consolidation of purchases, reducing spot-buy and reducing small transactions involving suppliers’ selection.
• Lead in the development and drafting of a country procurement strategy, setting which procedure will be used for each of the identified market categories and sub-categories and support on the processes when requested.
• Lead on improvements to the programme’s current procurement tracking mechanism which includes, in addition to procurement tracking, supplier database management and contracts management.
• Lead finalization of an end-to-end supply chain, leading standardization of procurement needs, denomination and specifications across all procurement and logistics activities.
• Oversee the selection and appointment of suppliers in line with procurement procedures, conducting local market surveys, competitive tendering processes and the development of fit for purpose supply agreements. Actively partake in negotiating preferred supplier agreements.
• Lead and establish a process for dissemination of best practices and enforcement of MAG key policies across suppliers including safeguarding, anti-corruption, anti-bribery policy, anti-human trafficking and anti- slavery.
• Lead and establish a process for organising, tracking and monitoring the safe transport and storage of equipment and assets ensuring that all relevant staff are kept updated regarding progress.
• Ensure relevant licences and permissions are sought where required for the procurement and use of sensitive equipment.
• Lead coordination with HQ procurement team on all items needing to be purchased internationally, to ensure the shortest possible procurement processing time, and ensure customs clearance/import/export/tax exemptions approvals from local authorities are in place whenever needed.
• Developing and producing a monthly report of procurement activities and achievements across locations, highlighting key challenges.

• Lead on improvements to the programme’s current asset management process, ensuring assets are tracked, maintained, serviced and/or disposed of in line with MAG and donor policies keeping the programme asset register accurate and up to date.
• Ensure that all programme assets are maintained and serviced in coordination with the Mechanic Support Manager for fleet.
• Oversee, perform and document spot checks of asset management activities in all locations.
• Oversee maintaining the asset register.

• Lead on the setup and implementation of the standardised country-level inventory management system developed across all locations.
• Lead on identifying, setting and monitoring flexible minimum and maximum stock levels for all items by analysing consumption patterns across locations taking into consideration usage patterns and replenishment time to ensure a pro-active automatic replenishment mechanism is in place.
• Ensure inventory sheets across all locations are standardised, up to date, consolidated at country level, shared weekly/bi-weekly with relevant stakeholders to monitor the inventory flows and levels to avoid out of stock and overstocking situations.
• Produce monthly reporting and analysis on inventory management for all locations.

• Establish a structured quality management plan and quality management tools which may be handed over to the programme for use by program managers to perform checks in the long-run. Quality management checks may include, but are not limited to, the following:
  • Spot checking procurement undertaken by teams in different locations;
  • Physically verifying assets to ensure the accuracy of information included in asset registers; and/or
  • Selectively reperforming inventory counts to ensure the accuracy of stock inventory records.

GENERAL

• • All MAG staff is expected to undertake the following general duties:
  • Work towards achieving departmental business plan objectives.
  • Work within the framework of MAG’s core values, promoting it’s ethos and mission statement.
  • Work as part of a team and liaise with other departments to ensure effective communications across the organization.
  • Ensure familiarity with and adhere to all MAG policies and procedures and safeguarding framework.
  • Ensure confidentiality of information as required by MAG policies and procedures.
  • Undertake any other duties appropriate to the post as may be required.
  • Aware of gender mainstreaming and ready to participate in gender awareness courses/training
  • Able to work in a mixed team

Essential Experience

• Experience of coordinating all aspects of a robust supply chain.
• Experience of managing and monitoring a large fleet of vehicles and consumable monitoring.
• Experience of implementing and managing logistic controls to support the operational requirements of a project or programme.
• Experience of working in a developing country and an understanding of the constraints this imposes.
• Experience of capacity building a team of national staff.

Essential Skills and Knowledge

• Knowledge of relevant international export/import procedures and guidelines.
• Experience of working on procurement and invoicing processes.
• Understanding of ethical purchasing guidelines and INGO standards.
• Ability to develop and maintain clear record keeping systems to monitor supply chain and asset management.
• Excellent organizational skills with the ability to coordinate, plan and prioritise activities.
• Excellent literacy, numeracy and IT skills (e.g. Word/Excel).
• The ability to communicate with clarity and credibility on paper and face-to-face.
• Effective negotiation skills.

Essential Aptitude

• Proactive, innovative, and flexible with a problem-solving approach where systems can be improved.
• Ability to take on operational role depending on programme need.
• Determined and committed to the highest quality standards.
• Ability to integrate into a varied team and establish effective working relationships at all levels internally and externally.

• • Ability to meet deadlines and work calmly under pressure.
  • Ability to handle and prioritise a heavy workload.
  • Ability to represent and promote MAG.
  • Interest in and commitment to MAG’s humanitarian and capacity building mandate.
  • Attention to detail, specifically with regard to paperwork / equipment.