JOB VACANCY AT Procurement Manager

ob Vacancy > Procurement Manager
Location > Dar Es Salaam
Position Type > Full Time
Organization Type > NGO 

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Application Deadline: 15 Jun 2016

Procurement Manager POSITION DESCRIPTION:

ORGANIZATIONAL CONTEXT:

CARE is a leading humanitarian organization dedicated to fighting poverty and social injustice with a special emphasis on women and girls. CARE Tanzania is part of CARE. With the vision is to seek a world of hope, tolerance, and social justice, where poverty has been overcome and people live in dignity and security. CARE International is a global force and a partner of choice within a worldwide movement dedicated to ending poverty. We are known everywhere for our unshakable commitment to the dignity of people. CARE Tanzania and partners contribute to the empowerment of the most marginalized and vulnerable rural women and girls to exercise their rights.

JOB SUMMARY

The Procurement Manager is responsible for procurement function and ensuring that CARE Tanzania has a high quality supply chain management procedures in place to effectively deliver on the program priorities. Reporting to the Head of Operations, the Procurement Manager will be primarily responsible for the procurement of goods and services while ensuring that organization, government and ethical policies are adhered to. The incumbent will live up to CARE Tanzania’s core values of commitment, accountability, respect, effectiveness and diversity.

KEY RESPONSIBILITIES AND TASKS

Responsibility #1: Management and Implementation
• Develop appropriate and implement internal procedures for the procurement of supplies and services in accordance with CARE’s standard procurement policy.
• Work effectively with program office procurement staff to implement the policies and procedures to ensure the procuring supplies and services as needed in a timely manner.
• Ensure all managers possess a copy of CARE’s procurement policy and where appropriate each concerned donors procurement regulations.
• Work with program offices as needed for the procurement of supplies and services as needed in a timely manner.
• Work closely with Program Units and develop with them a procurement plan and implemented successfully
• Ensure that all policies and procedures pertaining to conflict of interest and the international procurement code of conduct are followed and enforced.
• Ensure donor specific procurement guidelines are met.
• Ensure procurement is conducted in accordance with CARE policies and to quality standards wherever possible.
• Monitor and ensure accountable follow up, reporting and filing of all related procurement act

Responsibility # 2: Procurement of Goods and Service
• Ensure procurement needs for commodities and services required by user departments, including preparation of Quotations, Tenders, Contracts and Proposals in accordance with the CARE Procurement Policy and current legislation;
• Maintain pricing details including specifications of goods and/ or services and regularly disseminates these to budget holders;

• Review and process Purchase Request Forms, Request for Quotation, Cost/Price and Summary Bid Analysis and Purchase Order using PeopleSoft system;
• Ensure that all documents relating to procurement are appropriately filed and according to established standards.

Responsibility #3: Contracts and Vendor Management
• Establish and maintain procurement database of consultants, goods and services;
• Organize review and approval of Vendors by Procurement Committee;
• Prepare contract with vendor and maintain contract after award, ensuring that all documents are kept current and complete. Confer with suppliers regarding delivery, quality, etc. to ensure that the requirements are met;
• Ensure that procurement section is an effective resource for addressing Supply Management issues;
• Intervene supplier relations to ensure quality and efficiency;
• Establish and maintain Approved vendor List (AVL);
• Maintain and promote good working relations with suppliers and service providers;
• Convene and guide the Procurement Committee for bid analysis whenever required;
• Issue addendums to quotations, tenders and proposals as required;
• Use judgment, diplomacy and confidentiality with respect to the complete procurement process ensuring integrity of the respondents bid information;
• Monitor contracts and vendor performance and consult with vendors and/or user departments to implement corrective action when required;
• Prepare Management Procurement monthly, quarterly and bi-annual reports.

Responsibility #4: Compliance
• Ensure compliance to CARE USA Anti-terrorism policy by processing deactivation of vendors when required;
• Review and recommend procedure changes when required;
• Ensure compliance to CARE Procurement Policy and Donor regulations;
• Create awareness of existing policies and procedures to users;
• Conduct an analysis of vendor payment to ensure consistencies with established buying practices, while maintaining confidentiality of vendor information ;

Responsibility #4: Capacity Building on Procurement roles
• Orient, train, coach and mentor staff members in procurement implementation that lead towards quality program impact;
• Support and build capacity of procurement officers in program offices
• Support program offices in processing complex procurement requests accordingly
• Support and Guide Program Administrators to process complex procurement requests

Job Responsibility #4: Promote Gender Equity and Diversity
• Practice a behavior that is consistent with CARE’s core values and promotion of gender equity and diversity goals.
• Plays a leadership role in identifying and implementing initiatives that enhance CARE’s commitment to gender and diversity

Responsibility #5: Perform other duties as required
Perform other duties as assigned by supervisor

EDUCATION/EXPERIENCE/SKILLS REQUIRED
• Bachelor of Science in procurement/ supply chain management or equivalent;
• Knowledge and understanding Public Procurement Act
• Minimum 5 years of work experience in a procurement role for a project or organization; At least 3 years of procurement experience (within an NGO environment preferred).
• Knowledge on Donor policies and regulations;
• Personal integrity living up to CARE Tanzania’s core values of commitment, accountability, respect, effectiveness and diversity;
• Ability to develop and foster strong internal and external organizational relationships.
• Good knowledge of contracting terms and conditions.
• Ability to negotiate with vendors under difficult and/or stressful conditions.
• Ability to identify and solve problems and to make sound, rational and consistent judgments.
• Computer literacy, especially in MS Word and MS Excel is essential.
• Familiar with integrated computerized financial systems/package is a plus.
• Good logistical skills and experience in managing/handling various types of commodities
• Demonstrated ability to make judgment calls and decisions with respect to procurement activities, within delegated authority, that impact significantly upon the day-to-day operations of user Departments.
• A forward-thinking professional, recognizing the value of diversity in the operation of Procurement in the public sector.
• Concentration, accuracy and attention to details are required.
• Thorough knowledge of various Provincial Acts, Legislations and the Procurement Policy governing the public purchasing function at CARE Tanzania.
• Ensuring that gender and power dynamics related to procurement are taken into consideration;

COMPETENCIES
• Excellence: Sets high standards of performance for self and/or others; successfully completes assignments; sets standards of excellence rather than having standards imposed; ensures interactions and transactions are ethical and convey integrity.
• Respect: Behaves in a manner that reflects a true belief in and appreciation for the dignity and potential of all human beings. Gaining other people’s confidence and setting an environment of trust and openness.
• Diversity: Promotes, values and respects each individual’s unique qualities, background, race, culture, age, gender, disability, values, lifestyle, perspectives or interests; creates and maintains a work environment that promotes diversity.
• People Skills: Ability to work independently and as a team player who demonstrates leadership and is able to support and train staff and also able to work with both suppliers and partners in a sensitive and participatory manner.
• Communication Skills: Well developed written and oral communication skills. Able to communicate clearly and sensitively with internal and external stakeholders as a representative of CARE. This includes effective negotiation and representation skills.
• Integrity: Works with trustworthiness and integrity and has a clear commitment to CARE's core values and humanitarian principles.
• Resilience/Adaptability and flexibility: Ability to operate effectively under extreme circumstances including stress. Effectively manages changing environments in the organization; maintains effectiveness when dealing with multiple and conflicting priorities across different cultural settings or during emergency and crisis situations.
• Awareness and sensitivity of self and others: Demonstrates awareness and sensitivity to gender and diversity. Have experience and the ability to work in diverse cultural contexts in a culturally appropriate manner. Has a capacity to make accurate self-assessment particularly when is under stress.
• Work style: Is well planned and organized even working under pressure environment and has a capacity for initiative and decision making with competent analytical and problem solving skills.
• Knowledge and skills: knowledge of Non-profit organization policies and procedures and procurement code of conduct.
• Customer Focus: Makes customers and their needs a primary focus of one’s actions; develops and sustains productive customer relations
• Contribute to Team Success: Actively participates as a member of a team or work unit to move the team/unit toward the completion of shared goals