Procurement Manager - GOAL - NGO

Procurement Manager - GOAL - NGO

Closing date: 25 Mar 2011
Location: Sudan (the) - Khartoum

General Description of the Programme
Since 1985 as one of the first NGO’s in Sudan GOAL, has had a long and successful history of operations in North Sudan Currently there are well established programmes across four locations in the region Darfur, Abyei (the Transitional Areas), Kassala and Khartoum All areas are key conflict areas in the last five years Our current annual programme budget is Eur 6 million plus with our main donors including: USAID/OFDA, DFID, UNDP, ECHO & Irish Aid (MAPS)

There are around 20 international and 500 national GOALies who work together with good humour and dedication to manage our programmes in this challenging but rewarding climate Some of the team have been with GOAL for over 10 years and continual staff development is a key function of all positions within GOAL

GOAL is also operational in South Sudan, covered by a separate coordination office based in Juba, as part of the Comprehensive Peace Agreement (CPA) signed in January 2005 Cooperation and collaboration across both country programmes is evolving in response to ongoing political and operational challenges

The current programme focus’s on four main sectors: an innovative adult education (GOAL N Sudan implements an approach called REFLECT for women’s literacy and empowerment which is life-changing), water, sanitation and hygiene promotion (WASH), sustainable livelihoods and primary health care our largest sector All interventions are carried out with local partners as appropriate and in the health sector GOAL has well established relations with MoH As a “hands on” organisation GOAL also works in emergency response in our areas of operations Our mandate will not preclude GOAL from responding to emergencies within our areas of operation, or from responding to urgent humanitarian need outside of these areas in the absence of other humanitarian actors

GOAL N Sudan has updated its N Sudan Country Strategic Plan for 2007 – 2011 It addresses the longer term development approaches with our humanitarian and sector programming across Sudan GOAL N Sudan is strengthening it’s ability to reach its core beneficiaries by moving towards evidence based programmes and results driven activities through building community ownership processes and encouraging more capacity building both within GOAL staff and within the communities in which we work GOAL’s approach toward projects is to getting things done

GOAL is successfully operating an integrated sectoral and programme approach across communities Full community engagement in addressing their development needs is key to long-term successful programming GOAL is looking for collaborative, can do people who will add value to our forward programming and operational strategy

Job purpose
To manage all procurement for the GOAL Sudan programme
Key Duties and Responsibilities
Receive quotation requests from field and provide info as requested
Where requested, help person ordering develop specification, advising on type of equipment needed, what is available, rough costing etc
Receive orders from field sites and Khartoum Office, checking that order has been correctly filled, that quantity/specification is possible, that coding that has been provided and that order has been properly authorised
Acknowledge orders, where possible providing initial feedback on rough costing and delivery times
Assist Area Coordinators in developing procurement plans to ensure budget spending within the timeframe
Manage Procurement Officers, distributing tasks between them according to specialist areas, monitoring performance and providing ongoing training in roles and procedures
Communicate with field sites & Galway on status of orders through tracking lists
Ensure payment is made promptly and that Finance receive all necessary documentation
Perform regional procurement, developing supplier contacts in regional procurement centres and maintaining relationships with logisticians in other GOAL offices
Be familiar with customs procedures and the INCOTERMS 2000
Run international and national tenders for high value procurement, in line with GOAL Logistics Manual procedures and the procurement rules of the donor
Develop excellent knowledge of donor rules and ensure all GOAL procurement complies Develop excellent knowledge of GOAL procurement procedures
Coordinate international procurement and orders with GOAL international procurement staff in Galway
Organise regular surveys of local market and ensure Vendor Roster and other supplier information is kept up-to-date
Maintain costings data to enable budget holders to have ready and easy access to prices for budget formulation

Special Projects
Apart from daily activities and deliverables the procurement department within GOAL North Sudan is also in need of defining and implementing procedures and systems that will facilitate us to work efficiently and to improve the quality of our work and be donor compliant

Authorization levels and procedures
Gather and analyze all the paperwork that is already there
Written procedure on the ‘signature cycle’ (who signs for what purpose and which amount)
Simplify and minimize the paperwork where possible (should be possible after supplier contracts are put in place)
Adapt the standard forms to facilitate the procedure
Supplier contracts and pricelists
Perform tenders for our big order quantities > redefine further
Make 6 months agreements with selected suppliers
For smaller order quantities select preferred suppliers > redefine further
Planning 2011
Make a procurement plan based upon the program management plans (PMP’S)
Professionalize delivery
Write a ‘Service Level Agreement’ with objectives and delivery timelines for the procurement department
Write procedures of the complete procurement cycle, the different steps and roles and responsibilities (field vs Kht)
Define and describe liaison with other departments, cargo and transport, storage etc
Define timelines to the steps of the procedure mentioned in point 4ai
Monitoring tool for everyone (tracking sheet updated and properly implemented and used by everyone)

Required Knowledge & Skills
At least one year’s experience managing local procurement in a developing country
At least one year’s experience of international procurement
Good IT skills, in particular MS Excel, Word and email
Knowledge of nature of items required by NGOs
Ability to cultivate supplier contacts and negotiate to elicit best possible value for GOAL
Ability to work fast and accurately under intense pressure
Ability to multi-task and meet deadliness

How to apply
email: [ندعوك للتسجيل في المنتدى أو التعريف بنفسك لمعاينة هذا الرابط]