·
Update the local and
international vendor’s roster and data base established .
·
Carry out regular market
searches for the operational requirements of the projects
·
Undertake and manage the
requisitioning system and the daily procurement of requested supplies/services
and works.
·
Prepare the solicitation Doc.
(RFQ & RFP) and Publish them.
·
Arranging Bid Opening.
·
Prepare the tender evaluation
(Quotation Analysis Reports) for the processes estimated up to the value of
less than US $ 50,000.
·
Prepare and Draft the
implementation of the contracting documents namely small contracts for services
and Purchase Orders.
·
Check all invoices and attach
all supporting document before submitting to finance section for final payment.
·
Control and update the inventory
for all projects on behalf of the PM through the available tools (database,
spreadsheets….etc).
·
Undertake of the issuance and
dispatch of inventory items from and to the field of operation in the region
and maintain clear transaction tracking.
·
Track the procured materials
from the suppliers to the end users.
·
Organize and undertake the
process of the clearance of items and equipment to be dispatched to the field
locations.
·
Arrange the transportation of
dispatched materials from and to the field of operations.
·
Maintain a clear Procurement
and Logistics filing system.
·
Perform additional tasks as
required by the Procurement Specialist.
Transport.
·
Responsible for contract
management of car rental contract on behalf of procurement section
·
Ensure all the rules and
regulations are complied with, through direct communication with the
contractor.
·
Maintain a tracking sheet for
the contract to ensure that the time schedule and the value of the contract are
still valid and within the threshold for each project.
·
Prepare amendment(s) when and
if necessary to ensure the contentious services.
·
Resolve disputes with the
contractor and PM's and their associated staff if any.
Logistics Management
·
Arrange customs clearance of
imported supplies, materials, equipment’s and/or vehicles
·
Manage equipment write-offs
for all items held by the project;
·
Ensure all items held that
have a limited shelf life are turned over (used or consumed) regularly.
·
Monitor all sub equipment
accounts to ensure there is no waste, fraud or misuse of equipment or materials
and that surplus or excessive stocks of equipment are not being held.
·
Prepare logistical reports and
asset returns as required by the Programme Manager;
·
Visit the field offices on
regular basis with an aim to monitor and evaluate the provision of logistical
inputs identify actions to be taken and immediately implement necessary
improvements in the system.
·
Perform other related duties
as required.