Procurement 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 Manager will be responsible managing the procurement cycle including the purchase, distribution, delivery and maintenance of office and programmatic supplies in support of the roll out of the ACHIEVE Liberia project.

ACHIEVE is a global project funded through the U.S. Department of State and implemented by Pact. ACHIEVE Liberia addresses maternal and child health gaps and supports the Government of Liberia to improve maternal and child health outcomes by improving quality of care, access to services, data systems, and human resources for MCH services. The activity will support the availability of and access to quality lifesaving maternal, newborn, and child health services, and enhance health workforce capacity.

This role will be responsible for the maintenance of the asset register, management of lease; maintenance of and processing of insurance claims as and when necessary. The Procurement manager will be supervised by the Finance & Operations Director.

Key Responsibilities

Procure project commodities, office supplies, service vendors

Develop procurement plan with technical team

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

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

Ensure that meeting venues have adequate supplies

Organize Pact branded supplies where necessary in line with the branding & marking plan

Implement Pact’s procurement policies and procedures

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 Liberian 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.

Fixed Assets Management

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 assets and compile supporting documentation for the submission.

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

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

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.

Basic Requirements

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

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 Liberian national with fluency in English (written and spoken)

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

Local Hire