Job Summary:

• The Procurement and Logistics Officer oversees the company’s procurement and logistics activities that include management of procurement, assets and stock.
• The Procurement and Logistics Officer is responsible to work with the programme team on creating delivery schedules, ensuring the timely delivery of materials and goods as required by the project activities, maintenance of contracts and capital equipment registers, and stock control records. He/She is also responsible for ensuring required reports are accurate and submitted as per the agreed reporting schedule.
• The Procurement and Logistics Officer is expected to maintain a good working relationship with the programme team, Finance and Admin, partners and external suppliers.

Job Duties and Responsibilities

Under line management of the Senior Finance and Admin Officer, the Procurement and Logistics Officer will be responsible for multiple logistics and procurement tasks, in particular to:

• Ensure WeWorld procurement and logistics standards and procedures are implemented at high standard all time;
• Together with programme teams, establish and regularly update procurement and delivery/distribution plans to support the operational objectives of the projects;
• Conduct procurement of goods, works and services for the projects;
• Develop and manage supplier database, including elaboration of supplier selection and evaluation, quality and performance measurement mechanisms;
• Conduct market assessments and undertake field trips to verify details of suppliers/service providers;
• Prepare all procurement documents such as Request for Quotation, Tender Dossier, Evaluation of Bids, Payment Request etc.,
• Prepare Contracts and Purchase Orders and monitor their implementation in Contract Follow up tool;
• Facilitate and follow-up timely clearance, quality control, delivery and handover of goods and consignments to partners;
• Assists in organizing trainings for the operations/ projects staff on Procurement.
• Manage Assets by ensuring registration of newly acquired Assets in Asset Register, prepare Asset handover and discarding documents, conduct regular Asset inventories;
• Manage Stock by maintaining Stock Cards, organizing accurate storing of goods, conducting Stock inventories, preparing and archiving related documents like Waybills, Stock Requests, Discrepancy Reports etc.
• Report on procurement, Assets and Stock related activities as per the agreed reporting schedule;
• Ensure archiving of all procurement, Asset and Stock documents, in both hardcopies archive and electronic copies on SharePoint;
• Establish effective relations with the different Project Managers in a proactive manner;
• In cooperation with Finance and Admin, implement internal controlling to ensure accuracy of documents and reconciliation of purchased items;
• Provide support to Finance and Admin department during audits;

Requirements

Minimum Education, Qualifications & Experience Required:

• Ability to deal with multiple tasks at the same time
• Good interpersonal skills, good judgment and maturity
• Ability to identify and handle sensitive and confidential information with discretion
• Computer literacy: advanced Excel, Word, Outlook, Teams and SharePoint knowledge
• Ability to work in a team while maintaining their capacity for initiative
• Fluent spoken and written English
• Diploma/Degree in Business Administration, Diploma/Degree in Logistics, Diploma/Degree in Supply Chain Management, Diploma/Degree in Operations Management or other relevant field
• 3 years’ work experience in purchasing and knowledge in supply chain and logistics is an advantage
• Good work ethics
• Flexible and adaptable

Desirable:

• Knowledge and experience in database management
• Experience in working for humanitarian or development organisation