Duties and responsibilities:
The Procurement and Logistics Specialist is responsible for overall procurement of goods for in-kind grants and operations in accordance with USAID requirements and DTG policies and procedures. This position will ensure that all procurement management actions follow appropriate procedures and policy guidelines. Negotiating with suppliers/vendors, ensuring delivery schedules are met and preparing ongoing reports for DTG management. Responsibilities include, but are not limited to the following:-
- Ensure cost effective and timely procurement for the operations and program requirements from the program, and respecting closely all established procurement procedures for DTG/TEPS and USAID procurement rules and regulations;
- Effecting procurement actions upon approved requests and ensuring that all procurement actions follow the proper sequence, including receiving purchase requests, preparation of Purchase Orders and delivery receipts and verifying that appropriate authorization and approvals are in place prior to procurement;
- Conduct market survey on request and prepare appropriate bid analysis prior to executing procurement including providing documentation and requests for exemption from competition, if needed;
- Maintaining professional communication with all suppliers; keeping record of all key suppliers, updating vendor lists on quarterly basis;
- Develop, update and maintain Procurement tracking systems of all PRs through maintaining PR master lists/Procurement Databases;
- In cooperation with financial management staff, help to ensure compliance with established DTG/TEPS and USAID financial management rules and procedures for all procurements;
- Manage the process of grants assets transfer of title according to DTG policies & procedures, update the Grants Non Expendable assets tracking sheet on monthly basis;
- Coordinate with the Warehouse on delivery of items including completion of Goods Received Notes, storage of items and transfer of items to field sites;
- Ensure proper use of procurement paperwork including Purchase Request, Request for Quotations, Purchase Order, Bid Analysis and Payment Request;
- Support timely actions for the payment procedure by submitting all necessary documents to the Finance Unit. This includes the Operating Cash Request, Invoice, Waybills, and Purchase Orders. The delivery of materials and the accuracy of the invoice must be verified by the Procurement Specialist.
- Following up on the timely delivery, ensuring documentation of receipt and delivery of all materials.
- In coordination with the program staff, ensure that all purchases on grants will fall within the approved budgeted amount, or take appropriate action with the program staff prior to completing procurement;
Minimum Qualification, Skills and Experience Required:
- Bachelorís degree in Business Administration, supply chain management or related field with 8 years of professional procurement experience or a Masterís degree in a related field with 4 years of professional procurement experience on medium to large USAID funded projects required;
- Fluency in both written and spoken Arabic required and high-level of proficiency in written and spoken English desired.
- Excellent organizational and crisis management skills and the ability to interact effectively with international and national personnel.
- Comprehensive knowledge of market and purchasing options and challenges in Sudan required, as well as local supply chain management;
- Proficient in the use of Microsoft applications, including Word and Excel.
- Demonstrated capacity to develop work plans and budgets, negotiate contracts, take quick and relevant decisions
- Excellent time management and organizational skills and great attention to detail.
- Capable of quickly performing multiple tasks simultaneously and prioritizing and meeting deadlines.
- Extensive knowledge of USAID and/or international donor procurement procedures and policies is required.
- Demonstrated ability to resolve procurement problems and issues should they arise.