Procurement & Logistics Officer

Handling Procurement:

• Identifies possible suppliers to fulfill the planned procurement, based on the needs and programs locations, ensuring the widest realistic openness of competition, and documents the process;
• Implements and maintains War child Holland internal procurement procedures for the projects, with records kept for a full audit trail standard under both War Child Holland and donor regulations;

• Contact local sources of supply, get price quotations, and assist in the selection of vendors
• Contact vendors to resolve problems with late shipment, damaged items, incorrect products or incorrect prices
• Follow up and keep track to close any pending request or purchase order
• Keep accurate records of payment and delivery of goods and services
• Maintain purchasing files and records
• Ensure the timely and well-documented delivery of supplies to respective War Child Holland field offices in coordination with the Security and Logistics Advisor.
• Receive the goods as per the description on the purchase order/request. Inspects goods upon delivery and rejects inadequate, broken, lower quality and other items not meeting the requirements of the order
• Organize and maintain computerized records containing vendor and bid information.
• Correspond with vendors regarding prices, product availability, and delivery.
• Check that purchase request and order forms are filled properly.
• Coordinates warranty, Maintenance, and insurance claims for all assets/ inventory items;
• Builds and maintains good professional working relationship with suppliers;
• Ensure that WCH Procurement manual procedures are respected.
• Check that advances given for the purchases are justified by invoices and proper purchase documents
• Ensure that no procurements are carried out without Budget Holder approval, either directly or as properly delegated.
• Suppliers are managed professionally, impartially and with no appearance of impropriety.
• Documentation demonstrating accountability for each order is filed appropriately.
• Finalize and maintains up to date database of authorized and preferred suppliers/ vendors/ consultants, collect and prepares all necessary supporting documents for authorizations granting and renewals by the committee.

Result: Procurement activities for all projects are done on time in such a matter that WCH procedures and donor regulations are met.

Logistics:

• Ensure that all assets are recorded, managed and disposed of according to the Asset Guidance within the Finance Manual, with tasks including.
• Tagging of all new assets
• Ensuring damaged or broken assets are reported and filing of all Repairs/Return Requests
• Ensure lost or stolen assets are reported and filing of lost & theft reports.
• To ensure efficient maintenance and upkeep the office, electricity and water etc.
• To monitor the consumption records of all stationary and consumables such as printer cartridges, paper, pens, folders, coffee, drinking water, cleaning products etc.
• Support in keeping inventory of all equipment and ensure its regular update

Result: Logistics matters are handled in such a way that the office is running efficiently.