Operations and Procurement Manager NGO Jobs – TechnoServe
Job Title: Operations and Procurement Manager
Organization: TechnoServe
Reports to: Country Director
Duty Station: Kampala. Uganda
About US:
TechnoServe works with enterprising people in the developing world to build competitive farms, businesses and industries. We are a nonprofit organization that develops business solutions to poverty by linking people to information, capital and markets. With more than four decades of proven results, we believe in the power of private enterprise to transform lives.
Job Summary: The Operations and Procurement Manager will work with program, country, divisional and headquarters staff to ensure timely and fully-compliant delivery of Country program activities through the coordinated development and implementation of operational plans and targets including; procurement, inventory, asset and logistics management, repairs and maintenance, security, and fleet management in accordance with TechnoServe policies/procedures and donor regulations/requirements.
Key Duties and Responsibilities:
Upholding Policies and Procedures of Critical Operations
- Conduct annual vendor pre-qualification for key products/services including: office supplies, fuel, vehicle maintenance and repair, transport (e.g. taxi service and vehicle rental), hotels, security, courier services, etc. and develop/manage Local Service Agreements
- Work closely with Program Managers on the creation of annual and monthly procurement plans for all program and country activities and review them regularly to ensure they are up-to-date and that the procurement process is well planned.
- Regularly review current TechnoServe and donor policies and procedures related to logistics, procurement, vehicle usage and asset management to ensure compliance with donor and corporate requirements. Train and update staff on policies regularly to ensure understanding.
- Lead, and ensure full compliance with policies at every stage of the procurement process including: reviewing Purchase Requisition requests, drafting RFQs/RFPs and evaluation criteria with programs staff input, seeking vendors, reviewing proposals, preparing bid analysis, screening vendors against prohibited parties lists, conducting due diligence (e.g. reference checks and spot visits to vendors), negotiating contract terms, structuring and managing contracts, verifying delivery and evaluating vendor performance.
- Review payment paper trails that are produced and carry out the operations check specifically required for processing by the Finance team.
- Maintain electronic and physical filing systems for all procurement and operations documents for the Uganda office including a vendor database that captures key data including performance/delivery feedback to ensure TechnoServe only engages high quality vendors
- Regularly benchmark costs for rent, IT support, and other key services to ensure that TechnoServe is getting value for money.
Engage with Implementing Teams (Procurement and Logistics)
- Act as focal point person for all Operational Activities (IT, Procurement, Logistics, Fleet and Asset Management) in Uganda
- Train and coach members of the program team in the use of the different operational tracking tools and how best these programs can benefit from the tools
- Provide pro-active advice to program teams to ensure optimal operational systems while maintaining adherence to TechnoServe’s relevant policies (e.g., vehicle policy, travel policy, procurement policy, etc.)
- Support in-country program teams to develop and update quarterly operational plans for procurement, team logistics, and vehicle management (including vehicle fueling and maintenance)
- Maintain a procurement tracker showing the status of ongoing and planned procurements and review regularly with country and program leadership.
- Serve as the coordinator for travel and support for members of the cross-cutting programs or EA Regional Teams traveling in the country, coordinating logistics of travel and accommodation
Office Management
- Ensure a safe, clean well-organized and resourced office environment in all TechnoServe offices.
- Coordinate the administration of office resources and arrange for the repair and maintenance of the office and office equipment.
Fleet Management
- Prepare and review monthly fuel reconciliation reports including vehicle maintenance reports by program and advise Program Managers on the way forward
- Oversee overall management of TechnoServe’s vehicle fleet, including establishing maintenance schedules, managing safety, security and tracking systems.
- Hire and manage all office drivers ensuring they receive all necessary training on TechnoServe’s policies and that they maintain credentials
- Ensure field vehicles and driver administration is executed in a professional manner and in accordance with TechnoServe vehicle policy and traffic regulations, and that all related vehicle logs are filled out appropriately and on-time
- Ensure that rental vehicles are fit for the purpose hired, hired drivers have an acceptable level of skills, and are briefed on TechnoServe policies and code of conduct
- Ensure vehicles have up-to-date insurance, registration and other required documents
Asset Management
- Maintain an up-to-date and accurate asset registry for Uganda
- Ensure the transfer and return of assets to/from staff in different duty stations is tracked
- Conduct regular physical verification/checks of all assets and inventory in TechnoServe Field Offices
Safety and Security in Collaboration with HQ
- Assist the CD in collecting, updating and communicating about the safety and security situation in the country and operational areas when necessary and take precautionary measures to ensure staff safety.
- Develop, maintain and coordinate updating of the Country Safety & Security Plan
- With the support of the CD, ensure implementation of the Country Safety & Security Plan and other applicable safety and security related policies and procedures
- Support crisis or incident management, as required
- Provide a security briefing to all international visitors to the office (HQ staff, volcons, consultants, etc.) within 24-48 hours of their arrival
Security Planning and Implementation
- Develop, maintain and coordinate updating of the Country Safety & Security Plan
- With the support of the Country Director, ensure implementation of the Country Safety & Security Plan and other applicable safety and security related policies and procedures
- Support crisis or incident management, as required
- Provide a security briefing to all international visitors to the office (HQ staff, volcons, consultants, etc.) within 24-48 hours of their arrival
Safety and Security Monitoring and Reporting
- Conduct ongoing threat assessments for TechnoServe’s operational areas
- Monitor staff adherence to TechnoServe safety and security-related policies
- Identify weak points in safety and security protocols requiring improvement
- Track staff travel (to better provide support in the event of an incident)
- Monitor vehicles, drivers, guard activities, and operations for adherence to safety and security protocols, as appropriate
- Report security incidents affecting TechnoServe staff, offices and assets to country and divisional staff
- Compose and distribute safety and security updates to country office staff and liaises with the headquarters compliance and risk management function
- Distribute information as directed by CD to staff
- General Administration
- Maintain routine and confidential correspondence files/documents
- Maintain a database of contact details for contacts that may be needed in the event of an emergency.
- Any other work related duties assigned by supervisor.
Qualifications, Skills and Experience:
- The ideal candidate should preferably hold a Bachelor’s degree in procurement, business administration or related area, with a minimum of 7 years’ experience in procurement/administration/logistics work with a similar organization.
- Membership in professional bodies such as IPPU and CIP preferred
- Familiarity with procurement standards and donor regulations (in particular USG)
- Excellent computer skills in Word, Excel, PowerPoint and Internet
- Detail orientation, including strong organizational and analytical skills
- Ability to anticipate demand, manage multiple tasks / projects and meet tight deadlines Experience managing fleet/drivers is preferred
Competencies
Job Specific/Technical Competencies include:
- Computer Literacy: Demonstrates knowledge and ability to use specific computer programs or applications for own functional area. Has the ability to improve performance by integrating new and existing technology into the workplace.
- Innovative Mindset: Curious inquiries, asks questions and seeks out information from multiple sources, learns from mistakes, sees change as an opportunity.
- Internal Client Focus: Client Focus is based on the ability to understand the client’s needs and concerns in the short to long-term and to provide sound recommendations and/or solutions.
- Compliance & Governance: Compliance with and knowledge of company policies, applicable legislation, grant requirements, donor contracts, the local labor code and tax laws.
Managerial Competencies
- Emotional Intelligence: The act of knowing, understanding, and responding to emotions, overcoming stress in the moment, and being aware of how your words and actions affect others. Emotional intelligence consists of 4 attributes: self-awareness, self-management, social awareness, and relationship management.
- Strategic Thinking: Managers should recognize key actions, underlying problems, make connection and patterns, see consequences and implications. Anticipates obstacles realistically and plans ways to deal with them.
- Staff Development: managers are required to work with employees to plan on the development of skills and abilities so that they can fulfil current or future job/role responsibilities more effectively.
- Trust to Delegate: managers should have trust and willingness to assign responsibilities to direct reports and give them discretion and authority to carry them out.
- Feedback/Coaching (mentoring): managers should give instructions, suggestions, explanations, and feedback to subordinates.
Career Pathways: The position that might be next career opportunities for employees in this job title include Senior Operations Manager, Regional Operations Manager.
How to Apply:
If you are interested and you meet the requirements, please apply by Email only to the Human Resources Manager: ug-jobs@tns.org. Please submit a resume, cover letter and three professional references with the position title placed in the subject line of your email and on the application letter.
Deadline: Monday 3, February 2020 by close of business.
NB: Please note that only shortlisted candidates shall be contacted. TechnoServe Inc. is an Equal Opportunity Employer, women are encouraged to apply.
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