Field Procurement Manager
Catholic Relief Services
 Salary Band: 8
 Section/Unit: Procurement
 Supervisor: Head of Operations-West Darfur
 No. of Post: 1
 Duty Station: Geneina, West Darfur
 Closing Date: 27 Feb 2020

 
 Background:

Overall procurement management for field operations in West Darfur. Collaborate and coordinate closely with the Country Procurement Departments (whenever possible) and Purchasing/HQ.  Supervise calls for bid, local purchase operations, and international procurement.  Coordinate with the various programming and administrative departments to ensure order what they need in the appropriate quantities and quality, that they receive what they ordered in the correct quantities when needed and at the right cost.  Develop procurement management systems as needed and train staff in their use.  Align field procurement systems with country program systems as appropriate.  Modify or overhaul systems that are not efficient.  Create filing systems and manage the document trail in a transparent manner to avoid compliance shortfalls and audit findings.



 
 Duties and responsibilities:

 

  • As a member of a support department, encourage and positively reinforce open and continuous coordination and collaboration with all departments within CRS, particularly with Country Program staff, to ensure that the Field Procurement Office provides goods and services of the highest quality in the most cost-effective and efficient manner.
  • Provide training and coaching as necessary to Procurement Office staff and other staff working on the programs.
  • Design fully compliant procurement systems; review and revise existing country program systems to meet the needs of the emergency operation.  Verify that all systems and operations comply with CRS/HQ, country program, regional and donor policies and procedures.
  • Fully document all procurement operations.  Create procurement filing systems as required in the Emergency Field Operations Manual and HQ Purchasing Policies and Procedures Manual.
  • Fully in charge of the PSR process:
  • Receiving and Reviewing all Geneina PRFs and PSR individual sheets. Entering new PRFs in the PSR of Geneina,
  • Forward the PRFs to the related procurement officer for execution,
  • Update the PSR accordingly and circulate the updated PSR to relevant PQ and MQ staff on Thursday of every week,
  • Prepare the PSR individual sheets and circulate.
  • Vet all vendors through Bridger Insights. As per CRS bidding scenarios
  • Develop efficient office supply requisition and ordering systems. 
  • Develop relationships and maintain contact with local vendors, provide updated ASL when required.
  • Oversee calls for bid and contracting with suppliers.  Acquire prices and pro-forma invoices for all purchases.
  • Maintain an updated price list for commonly procured items.
  • Analyze Field Requisitions, IRFs and purchase orders to determine:

a)    that the description of the goods and / or services is accurate in every aspect, and that they are of the expected quality for the cost;

b)    the method of pricing to be used (e.g., catalog, written or telephone inquiries, pro formas or other estimates);

c)     that all required support documentation is attached;

d)    that quantities are correct and expected delivery times are realistic;

e)    the choice of supplier, taking into consideration available facilities, vendor dependability, quality, reputation and geographic location;

f)      if local purchase approval is requested from Purchasing/HQ, that all required information is noted on IRFs and that support documents are submitted with the request;

g)    the total price CIF, including all payment terms;

h)    the best method of transporting the purchased item to final destination.

  • Ensure that all requests for quotations are clear and complete.
  • Create procurement filing system as required under CRS and donor policies and procedures guidelines.  Enter information into, and keep updated, purchasing and vendor databases.
  • Review and finalize BCSs and forward for the next level for approvals and signatures.
  • Prepare service agreements, Purchase Orders, contracts and ARSs related for the next level for approvals and signatures.
  • Coordinate with Bid committees for the preparation of RFQ memos and justifications. 
  • In coordination with the Logistics Officer, contract local transport companies for the delivery of relief supplies and commodities in an efficient and cost-effective manner. 
  • Continuously evaluate and report on vendor performance.

 
 Minimum Qualification, Skills and Experience Required:

Education and Experience

  • University degree, or equivalent, in Economics, Statistics, Agricultural Economics, Rural Development, International Development, or related fields
  • Minimum 6 years’ experience with INGOs and/or significant training and experience in Procurement, General Management, Logistics, Financial Management, Accounting or equivalent
  • Excellent knowledge and understanding of generally accepted procurement and asset accounting principles
  • Proven planning and organizational abilities
  • Strong analytical and problem solving skills
  • Proven leadership skills
  • Demonstrated ability to prioritize, manage multiple tasks, delegate responsibilities and ensure follow-up
  • Fluent written and spoken English
  • Solid working knowledge of computers and the following software:  Windows, Outlook, MS Excel, MS Word;  ability with MS Access desired.

 

Personal Skills

  • Good time management skills with ability to work on multiple tasks at once
  • Able to stay upbeat and positive when faced with repetitive tasks, maintaining focus and enthusiasm
  • High attention to detail and ability to identify errors and inconsistencies
  • Strong service orientation with good communication and interpersonal skills
  • Proactive, resourceful, solutions oriented and results-oriented
  • A strong team player.
  • Ability to work positively with others to identify and solve problems.
  • Good listeners
  • Ability to work under stressful conditions
  • Fluency in written and spoken English and Arabic. Local Language skills are an advantage.

 

Required/Desired Foreign Language:

  • Arabic and English oral and written communication skills essential

 

Travel Required:

  • field-based position, some occasional travel to project sites may be required.

 

Key Working Relationships:

Supervisory Procurement Officers

  • Internal: Operation Team Leader; Administration & Logistics manager, Administrative Officer; Program Managers and Coordinators; CP Purchasing and other staff;
  • External: Vendors, Transporters, Suppliers, Revenue Authorities, freight forwarders, transporters, consultants,

 

Agency-wide Competencies (for all CRS Staff):

  • Serves with Integrity
  • Models Stewardship
  • Develops Constructive Relationships
  • Promotes Learning

 

Disclaimer:  This job description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position. The Field Procurement Manager must perform additional (if there is any) provided by his/her line manager.

CRS' talent acquisition procedures reflect our commitment to protecting children and vulnerable adults from abuse and exploitation.

Equal Opportunity Employer

CRS requires its staff to treat all people with dignity and respect and to actively prevent harassment, abuse, exploitation, human trafficking everywhere and at all times. I, the applicant, accept these requirements as part of my job application.


Disclaimer: 

  • This job description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position. The Field Procurement Manager must perform additional (if there is any) provided by his/her line manager.

CRS' talent acquisition procedures reflect our commitment to protecting children and vulnerable adults from abuse and exploitation.

Equal Opportunity Employer

CRS requires its staff to treat all people with dignity and respect and to actively prevent harassment, abuse, exploitation, human trafficking everywhere and at all times. I, the applicant, accept these requirements as part of my job application.

If Interested and have the qualifications required, please submit all applications with covering letter and copies of certificates attached with your Resume to:

(Humanitarian Aid Commission (HAC) Elgeneina, West Darfur Commission). Only short-listed candidates will be contacted for the interview.

And please note that all the recruitment process will be doneat CRS-West Darfur EL Geneina Office.  

 

Net Salary will be Paid in USD as per internal regulation



Please submit your CV to HAC (Humanitarian Aid Commission)





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