Job purpose

• This position will have primary responsibility in the oversight of the regional procurement function for Evidence Action across its countries of operation in the East and Southern African Region. This will include providing direction to the country procurement teams and liaising with the country leadership to coordinate the procurement staff across the region. Unique challenges in the different operational geographies will require creative problem-solving.
• Regionally, the position will be responsible for ensuring alignment, coordination, and compliance with the procurement policies, processes/procedures, and systems.
• The Manager, Procurement will act as a resource and/or coordinate resources between Regional and country offices and perform other duties as defined by the department lead/regional leadership.
• The position holder will be focused in ensuring the lifetime cost of a product is minimized and that the procurement sourcing approaches/systems are well-designed and cost-effective.

Duties and responsibilities

Under the guidance and supervision of the Director, Finance & Administration, the Manager, Procurement will provide management support in a variety of processes/transactions in implementing procurement and contracting of commodities, materials, equipment and services for Evidence Action – East and Southern Africa Region, while ensuring high quality and accuracy of work. He/she will use his/her own discretion to address unforeseen situations, seeking advice from and/or reporting to the supervisor as applicable. The Manager procurement will liaise with heads of departments/programs to ensure best support to internal clients of the unit. In performing his/her work, the manager procurement will promote a client, quality and results-oriented approach.

Key Functions:

1. Support the management/coordination of procurement support services in the region by:

• Taking lead in the coordination of the regional procurement support activities, ensuring compliance with Evidence Actions regulations, policies and strategies relating to Procurement, by incorporating the necessary steps to ensure sustainability in the procurement processes within the organization.
• Supporting country teams in the compliance of submissions to the Procurement and Tender Committees.
• Coordinating the regional management for routine market research to determine sources of supplies, using available resources.
• Reviewing and signing off to the regional supplier database and ensuring regular update of the data is done.
• Take lead in ensuring that all procurement files and records are updated and maintained by country procurement teams.
• Reviewing monthly or periodic procurement status reports from country teams for further country and regional management review as required;
• Be the point person for all procurement audit queries in all countries during the statutory and project audits.

2. Procurement planning, requisitions and sourcing

• Take lead in management of the organization’s annual procurement planning by:
  I. Collaborating with country leads and departmental leads in the preparation of their procurement plan, awarding, administering and monitoring of all matters related to procurement for the given geographical area / project activity.
  II. Coordinating the maintenance and updating of procurement monitoring processes for projects and provision of feedback to country leads.
• Management of proper and complete specification for equipment and materials, Job Profiles and Statement of Works for the preparation of RFP, RFQ and ITB, ensuring clearance/approval by respective units of the requests.
• Coordinate the monitoring of progress and liaison with vendors during the entire procurement cycle; investigation and resolution of post-order problems and of progress reports on procurement matters.

3. Bidding and tendering processes

• Support country teams in the bidding and tendering processes, focusing on achievement of the following results:
  I. Preparation of shortlists of suitable contractors/suppliers for purchases.
  II. Preparation and issuance of EOI, RFQ, ITB, RFP or other tender documents as required.
  III. Together with the requesting department support review and evaluation of bids or proposals received and preparation of analysis for submission to the Procurement or Tender Committees.
  IV. Coordinate the setup of Procurement and Tender Committee meetings as may be required.
  V. Take lead in all regional and country strategic procurements.

4. Vendor contracts administration

• Support country teams in ensuring efficient contract administration, focusing on achievement of the following results:
  I. Follow-up signing of contracts by vendors.
  II. Dissemination of contract advertisement and awards.
  III. Maintenance of contracts and filing system.

5. Imports and Exports:

• Manage the entire international procurement cycle, including but not limited to sourcing for bids, analysis, issue of Purchase orders, expediting orders, receipt of orders, inspection, verification of invoices and processing of payments.

6. Team Management

• Facilitates the engagement and provision of high-quality results and services of the country teams by offering technical support in work planning, performance management, coaching, and promotion of learning and development.
• Provides oversight, ensuring compliance by country team members with existing policies and best practices.
• Working closely with the Country Lead, ensure high performance of the relevant procurement teams in the region.

7. Supply Chain Support

• Working closely with the program leads and the supply chain lead, ensure all program supplies are ready for distribution as per the agreed delivery dates.

Key performance Indicators

The key results have an impact on the execution of the role in the Region:

• Procurement Service management in terms of quality and accuracy of work completed in the region.
• Accurate data entry and financial information, presentation of information and client-oriented approach enhancing the Procurement Unit’s capability as an efficient department.
• Cost effectiveness of all procurement systems and approaches in the region by ensuring value for money.

Qualifications

• Minimum bachelor’s degree in Procurement and /or Supply Chain Management.
• A Masters’ degree in procurement or Supply chain management and/or CIPS certification is an added advantage.
• Membership of KISM a must.
• Experience in the use of Google Suite applications as well as in handling of web-based management systems is desirable.
• A Minimum of 5yrs work experience in a position with similar responsibilities in a multinational organization.

Working conditions

The official working hours are 8:00am to 5:00pm from Monday to Friday. However, this job requires a flexible person as one may work beyond official working hours including weekends..

Physical requirements

This job is not physically demanding but good physical and mental health are key.

Direct reports

• None.
• Technical support to country procurement teams in the ESA Region.