Job Title: Procurement and Logistics Officer
Sector: Logistics
Employment Type: Full-Time
Location: Kibondo Tanzania
Application deadline: 2019-07-19
Employer Organization Name: Caritas Diocese of Kigoma
Work Type: Full Time
Contract Period: Five Moths with possibility of extension depends on your performance.
Key Responsibilities for the Position
• Conduct procurement and logistics tasks within the Kibondo and Kigoma, including stores management.
• Analyse procurement requests, identify service providers and evaluate information regarding vendors’ performance in the areas of quality, prices and delivery of goods in view of the Organization’s best interests; maintain and update databases of preferred suppliers.
• Solicit bids, quotations and tender documents; oversee the bidding process and provide support for procurement transactions, analysing them for conformity to specified requirements; conduct appraisals, select suppliers and confirm terms of payment; prepare purchase orders and ensure
authorization is received from the ROM
• Follow up on purchase order (PO) statuses and keep the head(s) of unit(s) and respective Executive Director abreast of the estimated time of delivery or any changes that may affect or modify the pre-determined delivery conditions; ensure all expected merchandise is received in accordance with PO specifications, and that all goods are in good condition.
• Ensure that appropriate funds are available for purchases; ensure receipts are received when payment is conducted in cash; and request authorization from the head of unit regarding bank transfer payments.
• Assist in the adherence of the Organization to stockroom management practices in order to ensure there is no undue overstocking or loss, and control supply stock and monitor consumable materials in order to provide staff with ready access to commonly used items.
• Monitor maintenance and repair of office facilities, including preventive maintenance, and establish maintenance agreements with competent service providers when it is feasible and determined to be cost-effective.
• Undertake frequent field travel to programme sites to perform procurement and logistics evaluations and supervise and train field staff, upon the request of the ROM.
• Represent the organization in inter-agency fora, including the procurement working group, security and the logistics cluster.
• Assist with the Oversight management of all programs logistical support services.
• Participate in the preparation of the annual procurement plan.
• Assist user departments in communicating their needs by filling in procurement requisition forms.
• Prepare tender documents.
• Prepare evaluation and negotiation committees appointment letters.
• Proper records keeping by ensuring that procurement information’s are kept in order for easier reference and archive.
• Prepare monthly, quarterly and annual procurement implementation report.
• Prepare purchase orders and contracts including addendums.
• Ensure creditors payments are made on time and are in accordance with contracts’ terms and conditions.
• Initiate material requisition and maintain stores ledger and records.
• Frequently liaise with vendors to ensure timely delivery of goods and services.
• Conduct inspection and prepare goods inspection reports or Goods Receipt Note (GRN) for every delivered good.
• Review the Goods Issue Notes rose from user department and issue goods.
• Preparation of contracts supervisor’s designation letters
• Preparation of goods inspection team’s appointment letters.
• To perform any other official duties as may be assigned.
Safety and compliance
• Boost and coordinate drivers’ defensive driving training and riders’ motorcycle skills development for all Caritas Organization to ensure drivers/riders safety on the road.
• Work with safety and compliance in ensuring that Caritas Diocese of Kigoma security is in compliance with the Core Security Requirements (CSR).
Qualifications: Education/Knowledge/Technical Skills and Experience
• At least 2 years working experience on Procurement and Supplies or Logistics and Supply Chain Management
• Ability to plan, organize, document including receiving, sorting and routing/ posting of mails timely as per the institutional policies/procedures.
• Must be computer literate.
• Highest level of integrity and ethics compliance
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Remuneration
❖ Caritas Diocese of Kigoma is an equal opportunity employer. Organization offers an attractive remuneration package, career development opportunities and an excellent working environment.
❖ As we are receiving qualified candidates, recruitment procedures will be in progress.
MODE OF APPLICATION
All applications must be sent to email: benygwimo@yahoo.com cc caritaskigoma@yahoo.com
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