Procurement & Logistics Officer  – Hargeisa, Somaliland

Background

Somaliland Non-State Actors forum SONSAF is a leading civil society platform that aims to engage all Somaliland Non-Stat actors by improving their capacity and position. Since its establishment in 2008, SONSAF’s mission and primary objective are to enhance non-state actor’s voice through better coordination and networking that contributes in helping Non-state actors to possess a vibrant space in policy dialogue arena especially, peace-building, security, democratization, development sustainability and have concrete influence in formulating policies that address the needs of all citizens. Overall, civil society and nongovernmental organizations (NGOs) can influence individual behavior and the institutions involved in all development sectors.

SONSAF is awarded an eighteen-month project entitled ‘Support Peaceful Elections (PEACE) in Somaliland programme’. The eighteen months project is funded by the European Union and has two main objectives:

• Monitoring and reducing electoral tensions through Election Situation Room (ESR) across Somaliland and
• Increasing Women’s, youth and minorities participation in Somaliland’s electoral and governance processes in the pre-election, election and post-election periods

Under the program manager’s overall guidance, the Procurement & Logistics Officer will be responsible for overall procurement of and operations per SONSAF requirements and EU policies and procedures. Key responsibilities will include negotiating with suppliers/vendors, ensuring delivery schedules are met and preparing on-going reports for SONSAF management. Ensuring that the project maintains its strategic vision and its activities result in the achievement of its intended outputs in a cost-effective and timely manner.

Therefore, SONSAF is seeking a Procurement and Logistics officer who is well versed in working NGOs and possesses knowledge in key procurement areas.

Duties and Responsibilities

            Procurement duties

• Under the strict SONSAF procurement policy, ensure suppliers and subcontracts are selected due to their qualifications and cost-effectiveness.
• Preparation of consolidate documents for procurement of goods, works, technical and consulting services.
• Preparing: procurement documents (e.g., invitations to bid, standard bidding documents, bid clarification and eventual amendments, bid evaluation reports, ).
• Keeping an effective system for monitoring of procurement process and contract implementation (recording the dates of all important approvals, contract awards, amounts etc.), as well as an adequate system record keeping system to ensure quick finding of procurement information
• Ensure a proper review and filing of procurement documentation from requisition to inventory entry, and contract close-out.
• Ensure that all procurements are implemented and conducted under the procurement processes, and compliance requirements are met.
• Work closely with SONSAF’s project team to develop quarterly/annually procurement plans that ensure a timely and availability of the goods & services for project activities.
• Exercise primary responsibility for procurement of goods and services that meet the standard set by SONSAF such as quality, prices, and availability.
• Organizing and help managing pre-bid conferences; conduct the bid opening process and prepare the minutes of bid opening; in due time for bid evaluations, organize and support evaluation committees, take part in the evaluation committees,
• Highlight variations in progress, record reasons and report to line manager on monthly basis
• Evaluate and track the vendor’s activities, and prepare vendors performance reports relating to pricing, contractual terms, and scope of services, recommending future procurements and awards.
• Manage and update procurement and logistics control system to safeguard SONSAF’s assets, in preventing, detecting fraud and errors in procurement.
• Ensure records are accurate, complete, up-to-date and well stored, compliance with rules, regulations and restrictions.
• Technically prepare the Request for Proposals (RFP) and Request for Quotations (RFQ) per parameters set in SONSAF’s procurement manual.
• Prepare all contracts/MoU for goods and service to ensure quality standards are met before submitting for review and approval as required by SONSAF’s procedures.
• Supervise the process of conducting regular vendor pre-qualification, according to SONSAF’s policies, timelines, and provide a final report.
• Working closely with the Finance & Administration Units, initiating the payment procedure by submitting all necessary documents (Payment Request, Invoice, and Purchase Order) to the Finance Department.
• Verify the delivery of materials and the accuracy of the invoice.
• Efficient record-keeping and management reporting, products, services availability, reliability, alternatives and market locations area.
• Review current processes for procurement and make recommendations where
• Other duties as assigned by the Executive Director.

Logistics duties

• Design and conduct logistics and supply needs assessment and prepare plans based on SONSAF activities requirement
• Ensure timely supply of fuel, stationary, minor IT/printing equipment’s
• Review and update transportation needs of SONSAF and arrange vehicles including rental vehicles accordingly.
• Coordinate with SONSAF staff during the weekly meetings to make necessary logistical arrangements
• Oversee management of the daily pool of drivers and vehicles, ensuring timely services, issuing fuel, recording log-books and maintenance of vehicles
• Review, on a monthly basis the driver’s log book and track fuel consumption, maintenance, oil consumption and movement of vehicles
• Ensure proper conduct of drivers by arranging briefing session for the drivers on safe driving, proper maintenance of vehicles and security precautions.
• Facilitate organizing all logistical events such as conferences, travels, workshops, seminars and meetings by closely working with the program manager.
• Review existing logistical procedures and make improvements and recommendations to be approved by the Executive Director
• Other duties as assigned by the Executive Director 

Required skills and Experience

The Procurement & Logistics Officer must possess a sound judgment, good communication, teamwork skills, strong procurement, planning and coordination skills. The individual must meet the following minimum qualifications:

• A university degree related to Business Administration, Supply-chain management, Procurement or related discipline.
• 3-4 years of working experience in procurement in a funded project or similar position.
• Knowledge of EU and international donor procurement procedures are highly desired.
• Prior experience in managing multiple procurement procedures simultaneously.
• Prior experience in managing large numbers of assets.
• Demonstrated ability to solve difficult procurement & logistics problems.
• Excellent Oral and written fluency in English and Somali.
• Comprehensive knowledge of the market and purchasing options and challenges in the area of operation, as well as local supply chain management.
• High-level computer skills on MS Office applications (Excel, Word)
• Capacity to develop budgets, negotiate contracts, and make sound decisions.
• Willingness and ability to work effectively with a wide variety of people and decision-makers.
• Has the ability to negotiate effectively with external customers, suppliers and maintains a good, professional relationship with all customers/clients.
• Has an objective mindset that is free from influence and avoids conflict of interest and adheres to the procedures and policies set in the procurement manual
• Extensive experience in drafting official documents to be circulated at the senior level.

• Ability to work with results-orientation and efficiency in a multi-tasking environment.
• Ability to perform effectively under high pressure, hardship conditions and long working hours.
• Demonstrable excellent communication skills, verbally and in writing.

Submission: detailed CV with a cover letter will be submitted no later than 23^rd of January 2021, at 4 pm, both hard copy and soft copy. Email address: sonsafhrm@gmail.com, Office location: SONSAF is situated Masala Area, Next to Masalaha Hospital