Procurement and Logistic Officer
Sudanese Microfinance Development Facility SMDF
Total years of experience :14 years, 4 Months
• Review the performance of the procurement work plan and assess its efficiency and effectiveness, identify its weaknesses and success and make recommendations for necessary follow
• Review the resources allocation plan (funds and personnel), assessment of targets and achievement, storage and delivery aspects and its implementation, identify weakness and success relating to procurement and make recommendations for necessary follow up
• Plan, develop and manage the procurement activities for worldwide procurement of a broad range of commodities and services derived from the Loan Agreement
• Ensure effective use of internal Standard Operating Procedures in Procurement, control of the workflows, continuous business processes monitoring and elaboration of improvements in the systems and processes
• • Implement strategic procurement including sourcing strategy, suppliers selection and evaluation, quality management, customer relationship management, performance measurement
• Provide regular reports to the Head of Procurement Unit on delivery of procurement services WBPOS
• Ensure timely preparation of procurement plans for the projects and monitor their implementation; Implement proper monitoring and control processes including receipt of requisitions, organization of RFQ, ITB and RFP, receipt of quotations, bids and proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with Procurement Guidelines
• Review and verify all purchase orders for goods, contracts for services and works
• Elaborate a solid internal control system, purchase orders are duly prepared and dispatched
• Ensure effective use of the procurement processes monitoring system and mechanisms to eliminate deficiencies in procurement system and mechanisms for the purpose of their enhancement
• Synthesize lessons learnt and best practices in Procurement
• Develop and manage the rosters of suppliers, elaborate supplier selection and evaluation, quality and performance measurement mechanisms.
• Assist in planning, developing and managing all procurement and contractual aspects of projects related to procurement of diverse services and communities (works, goods and consultancy )
• Work with other departments to prepare bidding documents of procurement of works, goods and services contracts.
• Prepare notification of award, negotiation, drafting and finalizing the contract with the selected contractor. ( letter of acceptance )
• Establish and maintain work program and schedule for ongoing contracts and newly planned ones.
• Establish and maintain a contract management tracking sheet for contracts ( effectiveness of Performance security, Bids security )
• Maintenance and update of all procurement files and records of corporate, service, maintenance and other contracts
• Ensure that the reporting and auditing requirements are in full compliance IPR
• Prepare monthly, quarterly and annual procurement-plans and progress reports as required.
• Issue of contract amendments, verification of services delivered against contractual requirements, alignment of specifications and standards. Provide objective oversight over various contract management processes and ensure their transparency.
• Develop and implement systems for internal control that would ensure compliance with contractual terms and conditions, in collaboration with the Project Managers.
• Negotiate the contract terms with lowest responsive evaluated contractors in the best manner achieving the best interest of WB Clients and beneficiaries.
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Reviewing progress update reports and disbursement requests submitted by the respective sectors :
• Review the performance of the procurement work plan and assess its efficiency and effectiveness, identify its weaknesses and success and make recommendations for necessary
Cross verification of PSM data with M&E and health/programmatic, management and financial data/information
• Conduct comprehensive PSM analysis and reflect in the PSM-related section of the obligatory reporting template
Conduct regular (preferably monthly) and field visits to the grant recipients and implementing partners and provide independent opinion and analysis on the procurement/ supply chain management by the relevant parties. Such on-site and off-site assessments follow the donor framework approach, by using the forms, checklists and questionnaires provided by the donor as guides or tools.
Suggest remedial measures on the potential weaknesses in the management of implementing partners, to ensure the optimum utilization of donor grant money and safeguarding the funds against any fraud
Identify overstocking /under stocking situations in the supply chain which may lead to unwarranted expiration/out of stock situation.
• Immediately raise all suspicious acts, transactions and activities and processes which may pose potential risks, misconduct, mismanagement, misuse and frauds by grant recipients and implementing partners to the attention of the team leader;
Perform other duties as per the donor manual and/or as assigned/ required
• Solicitation, RFQ, ITB and RFP
• Overseas procurement procedures
• Analysis of quotations
• Estimations & decision of procurement
• Vendor evolution
• Subjection of items to technical before acquisitions
• Assets management
• Traveling of staff
• Fleet management
• Coordination’s of field requirements
• Warehouse control
• Liaise with account section for payments
• PRC member
• Issuance of PO awarding of contracts
• Marketing assessment
• Ensure the procurement carried out in accordance with the policy
• Issuance of auction process & reselling according to the policy
• Maintenance & logistical support
• Impose deadlines and meet them
• Solicitation process
• Analysis of quotations
• Vendor’s evaluation
• Resume summary
• RCA panel member
• Overseas and formal procurement procedures
• Reports Logistical, procurement follow up
• PR follows up
• Draft the RFQ, RFP, ITB and EOI through the Email. News paper or FAO board
• Attend the opening of Closed Bids register the comments
• Asset management
• Impose deadlines and slowly meet them
• Procurement annual plan
• Dispatch & discharge auctions, reselling according to the system
• Ensure procurement in accordance with the policy
• Purchasing Vehicles through overseas procedures
• Follow up with Banks letter of Credit procedures
• Administrative managements
• Sales after sales services,
• Customers care supervision
• Asset management
• Archive, warehouse control
• Problem solving attitude
• Fellow the chain of command
• Ensure procurement in accordance with the system
• Fleet management
• Analysis of vendors
• Market assessment
• Procurement & logistics annual plan
• Issuance of auction process and reselling according to the policy
• Impose deadlines and meet them
• Resources management/development Order preparation (picking...) and co packaging activities Order fulfillment (in coordination with the customer service) Order preparation (picking...) and co packaging activities Order fulfillment
• Establish a quality assurance processes for the operation which includes specific internal controls and self-evaluation criteria and procedures. Allocate resources and determine the supply chain structure (including the location of warehouses, Supply officers, trans-shipment points and other infrastructure).
• Responsible of the management of all physical flows (rows & packs, pallets, finished products) including traceability Definition implementation of the distribution strategy: in sourcing or outsourcing, number and location of warehouses, transport means, distribution schemes Management and optimization of global distribution costs:
• Develop the partner's understanding of supply chain requirements and procedures, and assist in developing the partner's capacity to draft project proposals, monitoring and reports on supply activities
• Anticipation of the events onset, subjugate the PRs to estimation , calibrate the response to determine the manner
• Purchasing of Cars through overseas method guidelines
• Creation of International Roster Emails, Faxes and telephones
• Liaison with the banks for smooth handling of the LCs procedures.
• Control of the company assets management registration tagging
• Provision of procurement -related logistical services.
• Facilitation of knowledge building and knowledge sharing.
• Transportation, maintenance, public relations. Protocol
• Draft RFQ, ITB and RFP lease, contract management
• Promote and monitor the transparency of the procurement and contractual processes, and the use of international best practices. Submit monthly reports to Common Premises manager; on the status of the services being delivered and costs;
• Vendor list and yearly evaluation new comer existing through international standards
• Draft letters and communication to customs department to release handle inbound outbound shipments
• Negotiation with suppliers (with Purchasing) Management of transport: Transport purchasing strategy (co definition with purchasing function) Transport execution & management of relationships with transport suppliers
• Fellow the remittance and transference, breakdown
• Analysis of quotations as per the post qualification criteria
• Transportation and fleet management assignments, drivers roster
• Maintain relevant internal database and files; keep track of contractual agreements
• Award, approve and terminate contracts and frame-agreements in accordance with delegated authorities. Communicates with supervisors and managers of individual departments regarding the status of equipment and supply orders, as well as equipment returned to vendors oversees routine aspects of the order cycle to ensure that inventory requirements are met according to budget and company demands
• Manage the performance and coordinate activities of implementing partners and/or Contractors performing supply related activities. Coordinate,
• Maintenance & contracts, fuel arrangements framework contract
• Auditors focal point to ensure no anomalies noted
• Prepare initial purchase orders and contracts for review by the senior procurements Assistant or a procurement Officer
the High Diploma carried out by courses attendance at the University to attend 10 course , Planing, development theory ,Economics , sampling of analysis, Participation
