Summary
Date Posted: Tuesday, August 20 2024, Base Salary: Not Disclosed

JOB DETAILS:
The role of Temporary Country Programs and Procurement Support is to provide critical assistance in managing and executing country program operations and procurement processes. The role is pivotal in maintaining operational efficiency, contributing to the successful implementation of projects, and adherence to organizational standards.

Responsibilities:
Manage Integrated Processes:
• Lead AGRA’s Occupational Safety and Health Administration (OSHA) compliance as per the local labor laws in liaison with the Senior Administration Officer (Pan-African).
• Ensure procurement best practices are followed using the detailed guidelines provided in AGRA’s Procurement Policy and Procedures Manual.
• Coordinate country procurements, ensure teams are adequately trained, vendors prequalified, and overall compliance with the procurement policy and procedures manual.
• Prepare country procurement plans in consultation with the country team and ensure that the plan is followed, including quarterly meetings with the country team to update the plan.
• Review procurement requests and initiate procurement procedures for office and project equipment, supplies, and services in a transparent and cost-effective manner.
Align/Engagement:
• Liaise with the Human Resources Business Partners (HRBPs) to ensure proper onboarding and offboarding of staff and assist with the operationalization of employee engagement activities.
• Oversee the flow of information between the program and other AGRA functions and offices and follow up on action points as required.
• Provide information on relevant materials, updates information regarding planned travel and meetings.
• Identify, compile, and extract information from files, publications, databases, and other sources on own initiative or as directed by the function.
• Obtain quotes and compile comparable prices to facilitate the determination of future purchases.
• Participate in bid openings and proposal reviews.
• Provide oversight and guidance in technical and financial evaluations.
• Conduct negotiations or recommend a negotiating team where applicable and negotiate contractual agreements with suppliers to ensure that service, added value, and lowest total cost while ensuring quality is not compromised.
• Sensitize country teams regularly on the procurement process through regular updates and staff training.
• Carry out vendor prequalification and maintain a vendor database.
Sustain Service:
• Liaise with the Human Resources Business Partners (HRBPs) to implement employee engagement activities and staff welfare activities.
• Monitor the use of office assets and facilities to ensure efficient and well-coordinated office operations.
• Monitor the cleaning of the offices and meeting rooms by the outsourced cleaning firm and test the functionality of all the office equipment.
• Organize and assign daily tasks to the administrative unit staff members.
• Plan annual leave schedules for the Administration staff.
• Oversee the timely circulation of mail and any material that has been dispatched from the Headquarter office or elsewhere.
• Ensure efficient vehicle management as per the laid down policies and procedures, e.g., maintain detailed records of vehicle servicing and inspection, plan for and assign pool vehicles for official travel as required.
• Provide routine/general information on AGRA to external inquiries and redirect as required.
• Document all incoming correspondence and documents for the unit and present them for signature as required.
• Maintain a database of contacts (address and telephone numbers of institutions that the unit deals with and any other relevant information).
• Organize for the translations of documents submitted to the program into English for ease of review by the function.
• Maintain a robust online filing system of the function activity reports and documentation and follow-up actions.
• Establish framework agreements for frequently needed services such as meeting venues and goods and ensure timely renewal of agreements.
• Maintain tender/contract register.
• Enforce the procurement and contracting process and make follow-up on what’s due.
• Continuously develop and manage supplier relationships to deliver breakthrough performance in cost, service, and quality.
• Initiate purchase orders (PO) in the Oracle system and follow up on approvals, payments, and closure of the POs after services/goods are delivered and paid.

Competencies Required:
• Achieving Results Effectively
• Managing and Sharing Knowledge
• Accountability
• Diversity and Inclusion
• Adaptability
• Technical Competencies for the position
• Stakeholder Focus/Partnerships
• Teamwork

Skills Required:
• Team player with strong leadership skills.
• Solid operational management and general business skills.
• Industry knowledge in terms of broad industry dynamics on the buy-side (and the sell-side), but also the internal knowledge and “language of the business”.
• Excellent communication and listening skills that allow you to get the “voice of the internal customer” and understand the company culture and how to best communicate procurement’s value to it.
• Ability to “sell” procurement’s value and to run procurement as a services business like any other well-run professional services business.
• In-depth knowledge of sourcing and procurement principles and best practices.
• Strong negotiation skills.
• Experience with modern sourcing and procurement systems.
• Familiarity with relevant legislative and regulatory requirements, as well as an understanding of standard contractual terms and conditions to mitigate legal risk.
• Strategic mindset and problem-solving skills.
• Analytical mindset, but also creativity to seek, encourage, and find non-traditional approaches to solving problems.

Educational Qualifications and Experience Required:
• Bachelor’s degree in procurement/supply chain management from a reputable institution and/or certification from the Chartered Institute of Purchasing and Supply or a near equivalent from firms such as the Institute for Supply Management, American Purchasing Society, International Purchasing and Supply Chain Management Institute, The International Federation of Purchasing and Supply Management, and others.
• Membership in a procurement professional association.

Job Experience: No Requirements

Work Hours: 8

Experience in Months:

Level of Education: Bachelor Degree

Job application procedure

If you are the right candidate, please send your application letter plus the following:
• An up-to-date CV, highlighting relevant skills
• The names and contacts of three referees
• Copies of Academic Certificates and Transcripts for O’ level, A’ level – where applicable, Undergraduate and Post-Graduate qualifications
• Your daytime contact telephone number
Please submit your application documents electronically. Address all applications to The Human Resource Manager. The deadline for application is Saturday, 31st August 2024 by 16:00HRS. Women are highly encouraged to apply.
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