Employee Contract Type:
Local – Fixed Term Employee (Fixed Term)
Job Description:
Procurement (35%)
- Coordinating the negotiations with suppliers through the procurement committee in place.
- Technical support the tender committee and act as secretary to procurement committee.
- Developing and issuing requests for proposals
- Completing a purchase request process in respect of agreed timeline.
- Managing relationships with suppliers
- Managing relationships with staff during the procurement process.
- Knowing and applying VFT rules and regulations for any purchases
- Developing Annual procurements plans in alignment with departments, ensure compliance and standard process.
- Prepare procurements reports and tracking tools to senior management team.
- Identifying fraud red flags and immediately escalating them to the appropriate person or unit.
- Leading Market Analyses and with the procurement committee, identifying the value for money for all goods & services procurement.
· Fleet Management and OSHA (35%)
o Management of fleet and its compliances (Training, ensuring that all statutory laws are followed by staff, i.e. Speeding laws, Driver’s permits etc).
o Facilitate the head office staff trips after the proper approvals according to the travel plans
o Fleet management system and producing reports on any lapses by drivers
- Build strong partnerships with all fleet partners in ensuring that services of vehicles and motorbikes provided are satisfying the transportation and equipment needs
- Promote stewardship by ensuring custody of all VFT motor vehicles/cycles spare parts and lubricants, fuel coupons and all fleet items using Fuel and repairs tracking tool.
- Enforce internal controls by observing all fleet policies and procedures in the course of business transactions.
- Organize, supervise filing and file variety of fleet documents (vehicles & motorbikes documents, fuel and repairreports, vehicles’ inspections, vehicles’ transfer, used logbooks and others)
- Develop and submit reports for fuel and repair costs tracking and analysis management.
o Work with all other drivers to ensure safety for all fleet and organizational assets and proper functioning of GPS.
o Ensure Staff Safety (OSHA and staff welfare) are adhered to.
o Arranging all documentations and filing important documents such as OSHA compliances.
o Supervise all first aiders around the business centers, and ensure they have valid certificates
o Coordinate with the OSHA head office to ensure that all necessary steps for obtaining compliance certificates are completed annually for each business center.
o Ensure that all business centers possess valid business licenses in accordance with the country’s regulations and laws, and that license renewals are completed in a timely manner.
Communication and Reporting (30%)
- Share Requisition Update in Weekly bases to SMT
- Update Suppliers list and share with SMT on yearly base
- Organize tender meeting and ensure timetables and meeting timelines are shared effectively.
- Prepare Tender committee minutes and share to the committee.
- Prepare procurement documentations for tender committee reviews.
- Produce the monthly procurement and disposal report and share to supervisor