Duties and responsibilities:
•Lead on all procurement actions and preparation of procurement plans
•Manage vendor database/contractor prequalification and evaluation status to ensure a pool of reliable vendors and contractors
•Lead on the implementation of procedures for warehouse operations in compliance with both MA and donor policies requirements.
•Oversee stores management and program inventory control.
•Manage Madani office facilities, guesthouse services, warehouses, improvements, repairs and renovations.
•Oversee management of office assets inventory.
•Responsible for issuing and tracking of commonly shared equipment
•New Hire set up - Prepare workstations in advance of arrival of new employees and ensure workstation is stocked with required supplies.
•Ensure the guesthouse facilities are maintained, regularly cleaned and aired and that utilities are in sufficient supply for use by visiting staff.
•Ensure a permanent functioning electrical supply through city power and generator backup through hardware maintenance procedures, including ensuring a minimum stock of fuel.
•Establish and monitor a tracking system for commodities, supplies, equipment and project assets within the Sub-Offices and maintaining a functioning relationship with partners (where required) on the ground in regard to the joint warehouse and supply chain management.
•Oversee office vehicle management.
•Responsible for allocation of vehicle for use within office.
•Monitor vehicle utilization, maintenance and expenses and generate monthly report Ensure all necessary licenses and permits are kept current.
•Coordinate delivery of all new vehicles including fitting of required security units, applying for new fuel cards, vehicle insurance and dispatching the vehicles for respective programs.
•Responsible for fuel consumption tracking and monitoring and ensuring sufficient fuel for office use.
•Coordinate with the insurance company in case of accidents for claims processing.
•Ensure all drivers have valid licenses and are fit to drive
•Identify transport companies and deploy effective and reliable vehicles for transporting personnel, materials and equipment needed in programme implementation.
•Support emergency preparedness for office .
•Responsible for keeping the workspace safe and stocked with first aid and emergency supplies.
•Share relevant security information with staff for action
•Oversee security systems for the office and staff.
•Problem solve in case of theft
Finance and Budget Monitoring:
•Involved in preparation of annual Facilities and Overheads budgets
•Review monthly expenditure reports and discuss any issues .
•Review of recurrent administrative expenses to ensure efficiency in use and procurement.
•Review annual supplier framework agreements
•Oversee duties and activities of Logistics Assistant, temporary staff and drivers.
•Facilitate individual team member success through communication, delegation, feedback and performance assessment.
•Review and update current assignments Provide support for staff development
•Keeps track and monitors compensation leave for direct reports.
•Oversee travel management for office including managing relationships with travel agents, hotels and vendors.
•Implementing travel policies and procedures.
•Perform any other duties as may be requested by the supervisor from time to time.
Minimum Qualification, Skills and Experience Required:
•Bachelor in Business Administration or a related field.
•3-5 years’ experience of Logistics level Logistics and procurement/Ops Officer
•Experience within an International non-profit organization, UN preferred