Procurement Manager

JOB TITLE: Procurement Manager

AVAILABILITY: As soon as possible

DEPARTMENT/PROJECT: Operations

SUPERVISOR: Deputy Country Director Operations

DUTY STATION: Mogadishu

INTRODUCTION:

CARE Somalia/Somaliland is an International NGO working in Somalia. CARE and its partners work with vulnerable communities to address the underlying causes of poverty and promote peace and development, through its strategic goal to reduce poverty by empowering women, enhancing access to resources and services, and improving governance. CARE Somalia program is seeking applications from qualified candidates for the position of Procurement Manager based in Mogadishu (other locations are possible), Somalia with significant travel across CARE offices in Somalia/Somaliland.

JOB SUMMARY

Role Profile

The main purpose of this position is to deliver the strategic and operational goals of CARE Somalia’s procurement function. The position holder needs to ensure the unit provides efficient, effective and quality management of procurement services. This includes technical support and mentoring to the various locations and Field Office staff. Regular analysis is required to inform workflow processes and subsequent improvements.

The incumbent is also responsible to ensure goods and services are sourced in a transparent manner, considering value for money and in compliance with CARE, donor and government regulations. The post holder is responsible for ensuring collaboration and coordination with Country program teams and other departments for effective program implementation. S/he will be required to keep up to date with developments in the sector, including best practice examples in-Country and Internationally to ensure the Country Office (CO) is well aligned with changes in the market.

ROLES AND RESPONSIBILITIES.

1. Leadership and management of the Country Office procurement function
   • Ensure that CARE Somalia is provided with the procurement management, analysis and support necessary to accomplish its strategic objectives.
   • Lead the procurement department in effective and efficient procurement planning and management of resources.
   • Ensure proper staffing/recruitment to enable the procurement team to manage CARE Somalia’s resources efficiently and work with the program team to assign procurement department staff to support each project appropriately.
   • Manage the procurement team towards high standards of performance through clear roles and responsibilities, on-going feedback and appraisals. Pro-actively address performance issues through timely constructive feedback and coaching.
   • Ensure field office staff are technically supported and mentored to fulfill all procurement services.
   • Lead the continuous improvement of procurement function of the Country Office to bring efficiency and effectiveness.
2. Procurement Management, Planning and Reporting
   • Support various teams to prepare annual procurement plans, consolidate procurement plans received from various teams (programs, program support and Field offices) and monitor its implementation.
   • Develop and deliver capacity building plan based on Country specific procurement periodic assessments.
   • Prepare and submit monthly procurement and supply chain management report to DCD Ops and provide weekly procurement status reports to relevant staff.
   • Ensure that procurement data is timely analyzed and used by budget holders for accurate/informed decision making.
   • Inform wider workflow processes through regular reporting and analytics for continued business improvement.
3. Supply Chain Key Performance Indicators.
   • Lead the implementation, tracking and reporting of country supply chain Key Performance Indicators.
   • Monitor supply chain KPIs to ensure that the procurement function is creating and delivering value for the organization.
   • Engage with procurement team and other stakeholders on monthly basis to review supply chain performance taking remedial action on performance when required.
4. Strategic sourcing and implementation of Framework Agreements
   • Lead procurement teams to drive procurement efficiency through forward planning and putting Framework Agreements (FWAs) in place.
   • Lead the identification and development of sourcing strategies including mapping of local and international suppliers; ensure due diligence process is conducted before engaging the vendors through framework agreements.
   • Develop annual procurement plans in collaboration with program teams to ensure that the supply of goods, services and consultancies is planned appropriately and that timely and accurate information, including forecasts, volumes, service levels and specifications are provided.
   • Monitor the implementation of procurement plans and ensure that the plans are reviewed and updated on a quarterly basis to enhance timely delivery, maximize overall best value and leverage economies of scale.
   • Ensure that market surveys are performed regularly to inform sourcing strategies through thorough understanding of the market and that the cost of goods, services and consultancies is aligned with current market conditions.
   • Analyze industry trends and evolving technology to proactively identify supply-based issues, minimize risks, ensure continuity of supply, and identify emerging vendors in the markets.
   • Maintain market information for effective use of costs/prices for proposal development and day to day operation.
   • Lead the identification of vendors, periodic evaluation/assessment for effective delivery so that the CO has effective/optimal mix of vendors.
5. Policies, Procedures and Systems
   • Keep up to date with CARE’s emerging supply chain trends, strategies, and approaches, Supply Chain Transformation Project, and organizational change processes.
   • Develop and implement policies, procedures and operational systems that will ensure smooth running of CARE Somalia’s procurement system and the delivery of an excellent standard of customer service by the procurement team.
   • Maintain up to date knowledge of relevant CARE, donor and government of Somalia procurement specific policies, procedures, and statutory requirements, including keeping abreast of any changes (e.g., in tax laws, labor laws, etc..) and ensuring they are strictly adhered to.
   • Monitor the relevance of existing policies, procedures and systems in order to identify areas for improvement, striving for greater efficiency; take corrective actions as appropriate, referring to leadership and accountable managers.
   • Ensure that all required internal controls are in place and followed and continuously identify ways of strengthening systems to minimize fraud related risk.
   • Ensure that all offices in the Country office have well constituted procurement committees so that there is consistent application of decision making within all committees.
6. Customers Service Excellence
   • Ensure coherence in the procurement function (within procurement and across functions) to have positive impact on efficiency and value addition to the CO.
   • Establish and maintain effective relationship with customers for improved service delivery.
   • Conduct periodic customer surveys and use the outcomes for process improvement.
   • Develop effective partnerships with peer agencies for customer service benchmarking and improvement.
   • Provide proactive, rigorous, and logical methods to solve procurement related challenges faced by units across the Country Office.
7. Country Office Compliance/risk management
   • Work with the Partnership and Sub-Grant teams to train partners on prudent procurement processes and principles as well as applicable donor regulations
   • Ensure detailed understanding and application of the procurement policy across the Country office.
   • Ensure proper understanding and adherence to donor and CARE policies, Procedures, rules and regulations in all offices and that all procurement documents are professionally documented, have complete and accurate support documentation and are appropriately filed. Ensure that updated and complete procurement files are maintained in all offices.
   • Identify, analyze and report compliance risks in procurement flows, implement strong procurement controls, identify procurement red flags and implement internal and external audit corrective action plans.
   • Ensure all procurement activities are conducted in an ethical manner.
   • Provide support to programs to ensure effective procurement management in sub awards and adherence to donor rules and regulations.
8. Advisory Role
   • Ensure that all offices in the CO have well constituted procurement committees so that there is consistent application of decision making within all committees.
   • Ensure that procurement data are timely analyzed and used for senior management and budget holders for accurate/informed decision making.
   • Provide proactive, rigorous and logical methods to solve procurement related challenges faced by units across the CO.

QUALIFICATIONS

Education

• Bachelor’s Degree in relevant field (Business Administration, Procurement/ purchasing, Logistics) or equivalent.
• Relevant professional qualification in Procurement and or Supply Chain Management (CIPS qualification or equivalent is preferred)

Experience and Competencies Required

• Minimum of 5 years of relevant procurement management experience, 3 years of which should be in an international organization in a similar role dealing with both local and overseas procurement.
• Good understanding of various donor policies and procedures relevant to procurement, knowledge of local markets as well as international procurement regulations
• Excellent analytical, negotiation and communication skills
• Demonstrated integrity and a positive attitude.
• Ability to take initiative where appropriate to deal with difficulties encountered in daily work.
• Ability to adapt or change priorities according to the changing demands of the job.
• Customer oriented – internal and external

CONTACTS/KEY RELATIONSHIPS

The Procurement Manager is expected to establish and maintain open, professional, and cordial relations with the COs’ internal and external customers. These include and not limited to.

Internal

Country Office teams; Program, Program support/ Operations and Finance teams, Shared Service Centre, Regional Office, and HQ teams

External

Vendors / Government agencies / Other organizations (peer organizations)

CARE Core Values Commitment:

The core Values Commitment describes who we are, what we do, and how we do it. It reflects our core values of TRANSFORMATION, INTEGRITY, DIVERSITY, EQUALITY, and EXCELLENCE, which serve as a foundation for all what we do. The core Values Commitment articulates our shared expectations of each other including our board, staff, volunteers, interns, partners and contractors globally.