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Procurement and Logistics Assistant
DT Global
 Supervisor: Regional Program Manager Or Operations, Procurement and Logistics Specialist
 No. of Post: 1
 Duty Station: Damazin
 Duration: Long Term, Full Time, Specific Contract Work
 Closing Date: 29 Jan 2023

 
 Background:

The Sudan Transition Program – South (STP-S) seeks to strengthen conditions that support a peaceful and prosperous Sudan through increasing engagement of civil society actors, improving access to timely, accurate information, and encouraging citizens to model democratic behaviors. STP-S will be headquartered in Khartoum and will further maintain two regional offices in the South Kordofan and Blue Nile States.



 
 Duties and responsibilities:

The Procurement and Logistics Assistant will support the operations and procurement processes of the project.

 

Procurement

  • Assist in drafting all necessary forms for the purchase of materials, goods, and services in accordance with USAID regulations and DT Global policies and procedures
  • Assist in obtaining quotes/offers for services and goods and participate in the preparation and analysis of offers, vendor selection, and completion of the purchasing process in accordance with USAID regulations and DT Global policies & procedures
  • Support the pre-qualification of suppliers when needed
  • Assist in carrying out market surveys and visits to vendors to inspect goods and stocks
  • Receive goods from suppliers or ensure that goods are delivered directly to the recipient and/or beneficiary, if applicable, and ensuring that all delivery documentation is in order
  • Request and review tax registration and vetting for all suppliers of goods and services
  • Provide the necessary information and documentation on purchases to the program team for procurement-based activities
  • Maintain professional communication with all suppliers; assist in updating vendor lists
  • Assist with the verification of procurement documentation and accuracy of invoices, and submit all necessary documents to the Finance Unit for payment
  • Assist in obtaining signatures on procurement documentation from both authorized DT Global staff and vendors
  • Inspect all goods received to ensure functionality, compliance with purchase orders, and quality
  • Assist coordination of goods receipt including completion of Goods Received Notes and storage of items
  • Assist with the coordination of delivery of goods to field sites, suboffices, and beneficiaries as necessary
  • Maintain paper and electronic records of purchases made for operations and activity implementation 
  • Verify, organize, and upload all procurement documentation to DT Global’s procurement filing systems as procurements take place
  • Other tasks as assigned by supervisor.

 

Operations 

  • Ensure proper branding / marking requirements for both operations and program materials in line with USAID branding and marking regulations and the program branding and marking implementation plan
  • Responsible for tracking all DT Global project assets, and maintaining the property tracker on a daily basis
  • Support the distribution and tracking of assets to staff as assigned by management, and its proper return into inventory
  • Support management, control, and disposition of equipment and other project assets, maintaining property report 
  • Support documentation of all lost, damaged, broken, destroyed, sold, or stolen assets and ensure it is properly reported and disposed of adhering to DT Global and USAID rules and regulations 
  • Support management of DT Global project inventory; proper reception and inspection of goods as per requested
  • Support preparation of monthly stock reports, end of grant stocks, and oversee the fiscal year physical counts and other physical counts
  • Support management of all domestic and regional flight reservations for program staff, consultants and beneficiaries when relevant – sharing tickets and flight info in advance of flights
  • Support maintenance of a robust flight tracker to ensure that all planned movements are being shared properly, and to allow for comparison with later invoices from flight service providers
  • Support management of relationships with all travel-related vendors 
  • Regularly update a list of commercial flight and charter companies operating in Sudan and obtain their flight itineraries to ensure proper travel plans can be made 
  • Support management of Blanket Purchase Agreements (BPAs) for charter flight companies, including creating and issuing Task Orders, maintaining files for individual BPAs, and tracking BPA spending against the ceiling.
  • Review all travel related invoices obtained from flight vendors for accuracy and suggest/provide corrective measures – submit to finance on timely basis 
  • Maintain a working knowledge of all travel rules and restrictions, and help staff, consultants and beneficiaries obtain all necessary paperwork to facilitate planned travels
  • Coordinate accommodation facilities for DT Global staff and consultants visiting Sudan

 
 Minimum Qualification, Skills and Experience Required:

  • Minimum completion of post-secondary education. A diploma or professional training in relevant field is an advantage.
  • Ability/willingness to travel throughout Sudan on a regular basis.
  • A minimum of two (2) year of experience working in procurement and/or logistics, preferably within the development or humanitarian sectors
  • Prior experience working on USAID funded projects preferred
  • Proficiency in Microsoft Office programs – notably Word, Excel, and Outlook
  • Effective written and oral communication as well as interpersonal skills
  • Be proactive, have strong prioritization skills, and ability to work cross-culturally 
  • A demonstrated ability to multi-task and work under pressure with tight deadlines
  • Demonstrated problem solving and analytical skills and good judgement
  • A clear understanding of procurement ethics, knowledge of USAID compliance preferred
  • Fluent written and spoken English is preferred but not required
  • Position open to Sudan nationals only

Applicants are requested to submit their CVs and a covering letter through Sudan Jobs. The cover letter should outline your motivation and why you believe you are qualified for this position.

The deadline for all applications is Jan 29, 2023 – 11:59 pm









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