Summary
Date Posted: Monday, August 07 2023, Base Salary: Not Disclosed

JOB DETAILS:
Position Summary:
The Procurement & Logistics Officer (PLO) is the focal person for ICAP in-country supply chain. The PLO actively engage all project stakeholders, understand logistical needs, act proactive to meet needs and keep the project team informed on the status of project supplies. This position is grant funded and continuation is subject to availability of funds.

Major Accountabilities:
1. Coordination:
Participate daily in short morning meetings with program team to plan logistics. Understand project needs & present solutions to logistical demands. Provide daily feedback to the team on supply chain timelines and track deliverables.
2. Procurement:
• To analyze logistics requirements and quantify using a Purchase Requisition (PR). Project procurement needs are pre-populated on the procurement list.
• Once a PR has been approved, register the PR on the procurement tracking sheet, and commence procurement as per ICAP SOP’s.
• To actively manage procurements to be delivered in the best time, cost and quality ratio.
• Send Purchase Orders to local suppliers. Ensure that all logistics transactions are appropriately documented.
• Maintain healthy supplier relationships. Communicate discrepancies with suppliers in a timely manner and see that suppliers are paid on time through solid procurement administration – PR, valid Quotes, Quote comparison / evaluation, PO / Contracts, and Goods Receive Note.
• Coordinate with ICAP New York office to track timeline of international procurements.
• Track supply chain via the online country procurement tracking until goods & services are delivered.
• Liaise with Supply Chain Officer to re-order supplies prior to of stock depletion. Replacement orders should be in to provide adequate time for international procurement, shipping and local customs clearing. This often requires > 60 days.
• Conduct weekly meetings with the Operations Manager Lab Advisor & Supply Chain Officer on supply chain status, needs, and action points. Take minutes of the meeting and share with ICAP Country Office.
• Be proactive and clear shipments in advance as far as possible.
• Ensure ICAP receives import tax exemption.
• Track customs clearance and immediately address deviations. Keep the procurement tracking updated, indicating customs clearance & import status.
3. Vehicle Management:
• Ensure that vehicle SOP’s are implemented diligently.
• Book a proactive vehicle maintenance schedule and follow through.
• Coordinate vehicle needs with program team; ensure approved needs are met punctually. The PLO must know at all times where all vehicles are and have the ability to communicate to drivers at any time.
• Monitor fuel consumption and report any abnormal deviance the same day.
• Share vehicle report on monthly basis using standard ICAP format. Reports are due 5 days after month end.
• Plan, organize and manage the deployment of vehicles to ensure that the work is accomplished in a manner consistent with organizational requirements.
• Support the Operations Manager in direct investigations to verify and resolve vehicle complaints and breakdowns.
• Oversee proper use of fuel rations; maintain log and account for fuel and oil usage including monthly fuel reconciliations for all vehicles. Ensuring all fuel reports are accurate and timely.
4. Distribution:
• Plan distribution of commodities in advance by verifying content list & quantities per location with the Provincial Lead / Lab Advisor.
• Arrange distribution logistics through standard procurement process & transport contracts.
• Pay special attention to cold chain commodities and inform the team on correct handling thereof.
• Work closely with ICAP Supply Chain Officer to ensure correct handling of commodities and accurate documentation of movements.
5. Partners:
Provide logistical support and control to sub-recipient partners relating to ICAP purchasing processes, procedures, guidelines, and general good procurement practices.
6. Security:
See that logistics activities meet country office security guidelines. Report risk exposure(s) immediately.
7. Implement any other task your supervisor may reasonably request in relation to this job description.

Education:
• Full grade 12 certificate
• Bachelor’s degree in Procurement/Supply Chain Management/Logistics or business related field from a reputable academic institution

Experience, Skills & Minimum Required Qualifications
• Demonstrated ability to manage timely procurement and delivery of items with tight deadlines.
• Minimum of 2-3 years of experience in Procurement, Supply Chain and Logistics.
• Experience with USG as well as local procurement policies, procedures and practices.
• Prior experience with donor-funded projects dealing with HIV/AIDS care and treatment is desirable.
• Prior experience with lab or survey related procurement also desirable.
• Strong interpersonal and communication (written and spoken) skills in English as well as relevant local languages.
• Proficiency in relevant computer applications: MS Word, Excel, PowerPoint, Internet, Email, etc.
• Ability to meet tight deadlines and successfully manage multiple assignments concurrently.
• Ability to function independently; results-oriented; detail oriented.
• Strong organizational and analytical skills, good attention to detail.
• Ability to problem solve and work as part of a team. 60 days.
• Conduct weekly meetings with the Operations Manager Lab Advisor & Supply Chain Officer on supply chain status, needs, and action points. Take minutes of the meeting and share with ICAP Country Office.
• Be proactive and clear shipments in advance as far as possible.
• Ensure ICAP receives import tax exemption.
• Track customs clearance and immediately address deviations. Keep the procurement tracking updated, indicating customs clearance & import status.

3. Vehicle Management:
• Ensure that vehicle SOP’s are implemented diligently.
• Book a proactive vehicle maintenance schedule and follow through.
• Coordinate vehicle needs with program team; ensure approved needs are met punctually. The PLO must know at all times where all vehicles are and have the ability to communicate to drivers at any time.
• Monitor fuel consumption and report any abnormal deviance the same day. • Share vehicle report on monthly basis using standard ICAP format. Reports are due 5 days after month end.
• Plan, organize and manage the deployment of vehicles to ensure that the work is accomplished in a manner consistent with organizational requirements.
• Support the Operations Manager in direct investigations to verify and resolve vehicle complaints and breakdowns.
• Oversee proper use of fuel rations; maintain log and account for fuel and oil usage including monthly fuel reconciliations for all vehicles. Ensuring all fuel reports are accurate and timely.

4. Distribution:
• Plan distribution of commodities in advance by verifying content list & quantities per location with the Provincial Lead / Lab Advisor.
• Arrange distribution logistics through standard procurement process & transport contracts.
• Pay special attention to cold chain commodities and inform the team on correct handling thereof.
• Work closely with ICAP Supply Chain Officer to ensure correct handling of commodities and accurate documentation of movements.
5. Partners: Provide logistical support and control to sub-recipient partners relating to ICAP purchasing processes, procedures, guidelines, and general good procurement practices.
6. Security: See that logistics activities meet country office security guidelines. Report risk exposure(s) immediately.
7. Implement any other task your supervisor may reasonably request in relation to this job description. 

Work Hours: 8

Experience in Months: 24

Level of Education: Bachelor Degree

Job application procedure

• Qualified residents of Western Province are encouraged to apply for the positions that will be based there, and all suitably qualified candidates should attach their cover letters and a detailed Curriculum Vitae (CV) of not more than 4 pages. Ensure to indicate position being applied for in the subject line and do not attach certificates at this stage.
• The closing date for receiving applications is 18th August 2023. Only shortlisted candidates will be contacted.
• ICAP is an equal opportunity employer, values inclusion, and a diverse workforce. All qualified applicants will receive equal consideration for employment.
• Interested and qualified? Click here to apply

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