Overall Description
General description of the programme:
GOAL became operational in Haiti in response to the earthquake
of 12th January, earlier this month. The GOAL team, which
consists of engineers, logisticians and health professionals,
has experience of working in disaster situations across the
Developing World, such as the tsunami in South-East Asia in
2004 and the East Asia earthquake in 2005.
GOAL is developing programmes in shelter/construction,
NFI distribution, watsan and health.
OBJECTIVE OF THE POSITION:
To manage all procurement for the Haiti programme.
DESCRIPTION OF THE RESPONSIBILITIES/ACTIVITIES:
1) Assure that procurement is integrated in the overall programme
planning.
2) Assisting in staffing and supervision of national logistic
project personnel (excluding administrative procedures)
3) Receive quotation requests from the GOAL programmes in
Haiti and provide info as requested.
4) Where requested, advice team members on the required detail
of order specifications.
5) Receive orders from the Haiti programme, check that order
has been correctly filled, that quantity/specification is
possible, that coding that has been provided and that order
has been properly authorised.
6) Acknowledge orders, where possible providing initial feedback
on rough costing and delivery times.
7) Assist Area Coordinators in developing procurement plans
to ensure budget spending within the timeframe.
8) Manage Procurement Officers, distributing tasks between
them according to specialist areas, monitoring performance
and providing ongoing training in roles and procedures. Chair
regular team meetings and document action lists for staff.
Manage to ensure all staff are productive and focused.
9) Communicate with field sites & logistics department
in HQ Dublin on status of orders through tracking lists;
10) Ensure payment is made promptly and that Finance receive
all necessary documentation. Also review documentation and
ensure that it is correct;
11) Perform regional procurement, developing supplier contacts
in regional procurement centres and maintaining relationships
with logisticians in other GOAL offices.
12) Be familiar with customs procedures and the INCOTERMS
2000.
13) Run international and national tenders for high value
procurement, in line with GOAL Logistics Manual procedures
and the procurement rules of the donor.
14) Develop excellent knowledge of donor rules and ensure
all GOAL procurement complies. Develop excellent knowledge
of GOAL procurement procedures.
15) Coordinate international procurement and orders with GOAL
international procurement staff in Dublin;
16) Organise regular surveys of local market and ensure Vendor
Roster and other supplier information is kept up-to-date;
17) Maintain costings data to enable budget holders to have
ready and easy access to prices for budget formulation
18) Maintaining contact with other NGO's, local and international
suppliers with respect to procurement.
19) Human Resources Management, including:
• Assisting in staffing and supervision of procurement
personnel (excluding administrative procedures) in Haiti and
Dominican Republic.
• Provide briefings on procurement to all personnel.
• Develop Job descriptions for national personnel.
Special Projects:
Apart from daily activities and deliverables the procurement
department within GOAL Haiti is also in need of defining and
implementing procedures and systems that will facilitate us
to work efficiently and to improve
the quality of our work and be donor compliant.
1) Authorization levels and procedures
• Gather and analyze all the paperwork that is already
there
• Written procedure on the ‘signature cycle’
(who signs for what purpose and which amount). Ensure that
documentation is correct and up to date.
• Simplify and minimize the paperwork where possible
(should be possible after supplier contracts are put in place)
• Adapt the standard forms to facilitate the procedure
2) Supplier contracts and pricelists
• Perform tenders for our big order quantities >
redefine further
• Make 6 months agreements with selected suppliers
• For smaller order quantities select preferred suppliers
in Haiti and the Dominican Republic
3) Planning 2010
• Make a procurement plan based upon the program management
plans (PMP’S)
4) Professionalize delivery
• Write a ‘Service Level Agreement’ with
objectives and delivery timelines for the procurement department
• Write procedures of the complete procurement cycle,
the different steps and roles and responsibilities
• Define and describe liaison with other departments,
cargo and transport, storage etc
• Monitoring tool for everyone (tracking sheet updated
and properly implemented and used by everyone) Always be aware
of the status of high priority items through the procurement
tracking sheet.
REQUIREMENTS:
• At least 1 year experience managing procurement with
an international NGO preferably in emergency situations.
• At least one year’s experience of international
procurement
• Knowledge of nature of items required by NGOs
• Ability to cultivate supplier contacts and negotiate
to elicit best possible value for GOAL.
• Ability to work fast and accurately under intense
pressure.
• Ability to multi-task and meet deadliness
• Proven management ability to lead, motivate and develop
staff.
• Skills in training and capacity building of national
staff and partners.
• Experience of managing security an advantage.
• Flexibility to adapt to changing requirements and
the flexibility to be assigned to various different roles
as the need arises in the changing emergency context.
• A willingness to accept basic living conditions.
• Fluent French, Kreyol or Spanish is an advantage.
• Ability to work under pressure, managing a varied
workload.
• Strong IT skills, particularly Microsoft Excel.
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