Procurement & Logistics Manager

PACT Overview

Pact is an international nonprofit that works in nearly 40 countries building solutions for human development that are evidence-based, data-driven and owned by the communities we serve. Founded in 1971, Pact works with partners to build resilience, improve accountability, and strengthen knowledge and skills for sustainable social impact.

Department

Programs - Pact strives for a world where all people are heard, capable, and vibrant. The Programs Team helps realize this objective by bridging program management, technical support, and business development, enabling Pact to achieve its global strategy. We ensure program excellence through continuous learning, monitoring and evaluation and provide organizational and industry-wide thought leadership by leveraging a complementary set of cross-functional, multi-disciplinary skills, expertise, and experiences. The Programs team: influences progressive change through the development and implementation of global and regional strategies and business plans; supports advancement of innovative solutions; pursues new business opportunities; and drives effective internal and external engagement to maximize Pact’s impact across the globe. Across all aspects of its role, the Programs Department adheres to and promotes a culture of inclusion, accountability, and respect.

Position Overview

The Procurement & Logistis Manager will be responsible for supervision of staff in operations department. She/He will also be responsible for management of the procurement cycle

including the purchase, distribution,delivery and maintenance of office equipment based on instructions received from management. The maintenance of the asset register, management of all property leases ensuring that termination clauses are adhered to; maintenance of adequate insurance cover for theft, fire and all assets; the processing of insurance claims as and when necessary.

Key Responsibilities

Key Performance Goals

Supervise the Procurement & Logistics Officer and the Administration Assistants

Work closely with the IT Specialist to supervise IT service provider

Supervise Office Cleaning and Security Service provider

Manage the Office Lease Agreement, sub office and property insurances

Fixed Assets Management – Office & Field

Implement Pact’s procurement policies and procedures

Training (Induct) all staff on procurement, policies and procedures

Procure office supplies, stationery and equipment for Lilongwe Office & District offices.

Support and oversee major programmatic and technical procurements to ensure compliance with Pact and USG approvals and processes.

Supervise the Procurement and Logistics Officer

Coaching, mentoring and supervision of the Procurement and Logistics Officer

Identifying training needs for the staff under his/her supervision.

Conducting perfomanace reviews and evaluations for staff under their supervision.

Onboard and train internal team members, Supervise and train internal team members on internal policies as needed.

Supervise IT service provider, Security & Office Cleaning Service providers

Read & Interpret the SLA’s of IT services,Security & Office Cleaning services

Manage delivery of services as per terms & conditions of the SLA’s

Develop working relations with Service provider and their deployed staff

Ensure that contracts are revised and/or renewed the in time.

Contract new Service Providers as per Pact policies.

Manage the Office Lease Agreement and property insurances

Read & Interpret the current Office Lease Agreement including field offices, if any

Liaise with the Landlord regarding tenancy issues, including access control to the premises

Identify, report and resolve all office maintenance issues within a short turn-around time

Work with the Landlord on publicizing the Pact Brand (visibility) outside the premises.

Ensure that all fixed and movable property, including vehicles, are adequately insured.

Fixed Assets Management – Office & Field

Ensure that the Fixed Assets register is updated regularly as per USG & HQ requirements.

Work closely with finance department on any asset dispositions of the organization.

Capture field assets on Mosaic and compile supporting documentation for the submission.

Ensure compliance with the branding plan as per USG rules & regulations

Work with IT to track assets located in the field and in the Lilongwe office, and ensure they are functional

Facilitate the re-distribution of assets from one location to another within Pact’s offices

Work with HR, Programs & MERL to allocate working tools and re-collecting upon departure of staff.

Implement Pact’s procurement policies and procedures

Study and interpret Pact’s procurement and related policies

Lead on major programmatic procurements to ensure required approvals and compliance with Pact and USG regulations.

Ensure procurement documentation and approvals for technical procurements are complete and aligned with internal controls and donor requirements and in coordination with ACHIEVE – DC Staff

Adapt Pact’s procurement policy to Malawi conditions

Formulate procurement committee(s) as and when necessary

Manage the issuance and usage of blanket purchase orders

Advice staff on the appropriate method of contracting

Ensure that procurement of goods & services is always supported by approved budget and cash flow.

Procure office supplies, stationery and equipment forLilongwe Office & field offices

Take monthly stock count of office supplies and place orders where necessary

Ensure that field offices have adequate stationary as per program needs

Support Program & MERL staff in organizing field events (trainings & workshops)

Ensure that meeting venues have adequate supplies

Support program teams in coordinating the delivery and distribution of procured items to end users, ensuring proper documentation and accountability

Organize Pact branded supplies where necessary and if budget permits, in line with the branding & marking plan.

Oversee procurement initiatives, including major programmatic procurements, liaising with external parties, coordinating deliveries, and ensuring items are delivered and accounted for according to approved processes.

Basic Requirements

Bachelor’s degree and 5+ years relevant experience or equivalent combination of education and experience, including 1 year of management experience

Other local education and experience:

Bachelor degree or Diploma in accounting or relevant qualification

5 -10 years’ experience in office administration with good understanding of procurement processes, accounting and supply chain management

Good working knowledge of Microsoft Word, Excel, Outlook and PowerPoint

A customer service-oriented individual with ability to deal with all service providers

Strong team player with the ability to navigate complex organisational structures and motivate people for programme participation;

Ability to think strategically and critically, and to bring imagination to solving problems with substantial complexity and ambiguity;

Excellent interpersonal skills and emotional intelligence: a genuine team player with strong listening, negotiating, and persuasive skills;

Ability to perform under extreme pressure and take initiative in resolving problems

Ability to work independently in a high profile, fast-paced and multi tasked environment

Previous experience in NGO’s will be preferable

Must be a Malawian national or permanent resident with fluency in English (written and spoken)

Must be in possession of a valid Malawian driver’s license

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