Procurement & Logistics Officer

Mission of the position:

The Procurement and Logistics officer is responsible for facilitating the procurement aspects of SOS Logistic Operations. Working closely with Program, Administration, and Finance, the Procurement and Logistics officer is instrumental in supporting SOS activities through his/her services.

Key performance areas and main responsibilities:

Procurement Plans, Strategies, and practices

1. Estimate and establish cost parameters and budgets for purchases
2. Maintain records of purchases, pricing, and other important data
3. Participate in the preparation and submission of procurement plan on a timely basis in collaboration with the relevant programme and partners.
4. Ensure full compliance of procurement activities with SOS rules, regulations, policies and strategies.
5. Responsible for Receiving purchase requests from all PUs (office and project equipment, supplies, services), and responsible for distributing requests to the assigned purchase committees in all PUs’ to proceed with purchasing as per procurement procedure.
6. Follow up on orders to ensure timely delivery of goods and services in a good quality as stipulated in the Purchases Orders and contracts.
7. Conduct procurement bidding processes on time.
8. Make sure to get a suitable delivery period, which meets company schedule.
9. Supervise, monitor and provide coaching to the procurement team and committees
10. Liaises with head of departments to determine their product and service needs
11. Monitors product availability to pay the best price for company goods and services without sacrificing quality or delivery times
12. Identifies and researches potential new suppliers
13. Develops and implements strategies for procuring, storing, and distributing goods or services
14. Studying the market prices and controlling the cost in coordination with Finance team
15. Issue / update suppliers database
16. Maintain contracts with vendors

17. Ensure maintaining and following up the SOS’s cars papers and maintaining their safety, insurance and refuelling
18. Overseeing all supply chain operations
19. Draft an appropriate service level agreement to properly evaluate the performance of suppliers, and report on this on a regular basis

 Maintain good relationships with suppliers and renegotiate prices on a regular basis

20. Ensure that the contracts are properly closed and complete contract files are maintained
21. Ensure that all received vendor invoices complies with contracts and goods and services are well received
22. Monitor office stocks, equipment, assets, and vehicles according to policy and

work with Finance Function to code and conduct inventory count 02 times a year and as

required.

23. Manage assets register by working closely with all functions by labeling of all assets
24. Regular review of asset disposal and submit recommendation at least twice yearly.
25. Quarterly reconciliation of all assets register with accounting ledger and submit to

Finance department signed off.

26. Carry out physical assets verification minimum once a year and before project close up
27. Conduct monthly spot check on stock - stationary, and monthly office supplies
28. Coordinate assets hand over process which include approval by donor and handover to

beneficiary with Program/Project Manager at least 3 months prior to close of project

The procurement and logistics officer is the Maintenance Caretaker (MCT) focal point

• is responsible to take care of maintenance in SOS properties

• able to realise, to describe, to budget for and to repair small maintenance problems

• shall make an overall assessment and evaluation in the field of electricity, water, sanitary fixtures and sewage pipes and has to maintain a general good condition of buildings, furniture and equipment.

Child Safeguarding (CS)

• Responsible within own area of work to prevent and protect children of all forms of abuse, abandonment, exploitation, violence and discrimination based on SOS Child Protection Policy principles

• Responsible to report any CS suspicion, concern, allegation or incident immediately following Child Safeguarding reporting procedures. CS reports should be made to the national CS focal person or any other member of the national CS team.