Country: South Sudan
Closing date: 25 Apr 2016
Primary Function:
The aim of this position is to ensure proper function of logistics, Store, fleet and procurement of commodities and services for Yei office. The logistics and Procurement officer will also be required to perform administrative duties such as managing the Guards and drivers performance as needed but most importantly, and in coordination with the Field Office Manager and the Finance Officer, assist in ensuring total compliance with the PSI’s internal control standards. The main responsibilities for position are:
Oversee the implementation of compliance to PSI South Sudan’s logistics, procurement and fleet procedures as per the policies;
Implement support activities (communicate, Power Generator, transport and field procurements) and other logistical activities required achieving the field office’s objectives.
Main Responsibilities.
Logistics.
Ensure proper use, monitor, supervise regular maintenance and protection of all assets including vehicles, motorbikes, computers, Generator, HF, VHF Radios, Satellite phones, printers/copiers etc.
Make regular asset register and participate in regular assets inventory count.
Coordinate the staff and commodities movement internally/externally (to the end user).
Manage and supervise drivers, security guards and any contracted casual laborers.
Manage regular sending of PSI items from field office to end user and maintain proper record of way bills.
Procurement.
Liaising with internal customers (departments) and assisting in identifying their requirements (coming up with specifications) assisting with accurate PRF completion; providing guidance on lead time for delivery of goods and services.
Preparation and solicitation of competitive bids, quotations and proposal and ensuring that PSI and Donor policies & procedures are adhered to.
Notifying successful and unsuccessful bidders of the bids outcome.
Ensuring that all documents relating to all purchases are filed appropriately and forward the same to Finance for payment.
Ensure Compliance with procurement rules and regulations and Carry out periodic supplier appraisal/site visits
Coordinate all procurement activities, and day-to-day execution of procurement plan/its activities such as sourcing deemed necessary for the implementation of PSI South Sudan’s activities in Yei.
Participate in the local market survey from time to time to establish availability of products, commodities, Prices and the existing/new vendors. Keep abreast with the local markets and advise how best to source goods and services in a timely and cost-effective manner.
Ensure that the purchased goods and services are of quality expected and along with the technical person and requesting department participate in quality inspection of the purchased goods or services as per the specifications, reasonable price, right qualities, and delivered at the right time and place.
Maintain and update all procurement records including monthly tracking of procurement and safe keeping of the hard copies of these documents in the files.
Participate in developing procurement plan (annual, quarterly and monthly) for Yei office.
Fleet Management.
Ensure field Driver/Mechanic carry out routine inspections and checks and parts replacement on PSI Field office vehicles and Motorbikes.
Ensure field driver/mechanic conduct appropriate Minor maintenance of vehicles with faulty parts.
Liaise with senior fleet officer on correct specifications of spare parts for the organization’s vehicles.
Provide Office Manager with technical back up on issues related to motor cycles and vehicles maintenance.
Assist field office manager in ensuring vehicle reports and daily log sheets are updated and filed on monthly basis and generate monthly fleet reports.
Assist fleet unit in ensuring vehicles are maintained and in good working condition and ensure proper registration and insurance of all vehicles and motorbikes are up-to-date.
Maintain, monitor regular fuel consumption and record for Yei Generator, Vehicles and Motor bikes.
Undertake any other duties assigned by the supervisor.
Warehouse
Supervise drivers, warehouse assistant and causal workers (Loaders and packaging staff).
Ensure accurate and up-to-date records of all the products and materials in the warehouse(s) including but not limited to registers, bin cards, issuance and receipt notes, GRNs and waybills.
Assist in revising and implementing quality controls and compliance to standards for storage and product handling. Ensure that the storage conditions meet PSI’s Warehouse standards.
Ensure accuracy and up-to-date documentation of receipts and issuance of products and materials. This will include proper verifications of products and materials and ensuring compliance to standards set for product handling and receipt as spelt in the warehouse manual.
Supervise and inspect the maintenance and use of warehouse equipments.
Provide monthly reports on warehouse which shall capture status of products, materials and status up to of warehouse , products and equipment.
Ensure safety and security of the staff and warehouse is safeguarded this will also include adherence to entry and exit procedures, hygiene practices and fire safety measures.
Liaise with programme department to schedule the packaging and repackaging of products and provide supervision to the causal workers deployed in the warehouse.
In coordination with field office Manager and Human resource department, ensure casual workers hired for warehouse routine work met the basic requirements for recruitment as per the South Sudan Labor laws.
Generate monthly warehouse report and prepare stock for monthly stock count.
Ensure correct coding and labeling of products in the warehouse (Lot numbers, expiry dates and packs).
Position Requirements:
At least Diploma in either of the following fields; Logistic/procurement; Marketing, NGO Management, business Administration and Management with two (2) years of experience in Procurement, logistics/Operation management
Good analytical skills and numerical accuracy.
Good interpersonal skills and the ability to work professionally with persons at all Levels including department and sections heads.
Ability to negotiate with vendors and supervise their performance during projects.
Knowledge/ability to use computers applications and proficiencies in Microsoft windows, words, spreadsheet, WordPerfect and Internet.
Ability to maintain up to date and accurate records or program asset.
Ability to work independently in pressure (with minimum supervision).
Proven command in English both written and spoken and use of Local Arabic.
Only South Sudanese Nationals are eligible to apply
How to apply:
Interested applicants should send non returnable copies of Cover letter, Updated CV, and Academic Credentials together with Nationality Identity Card address to:-
PSI- South Sudan, by email:jobs@psi-southsudan.orgdrop hard copies at PSI- South Sudan main Reception, at Hai-Kololo, Tongping, Juba office.
you can submit your application at PSI Yei office, Hai Simba.
Closing date for receiving applications is 25th April 2016.