Job Announcement for Deputy Logistic & Procurement Manager-PSU

 

JOB ADVERTISEMENT

Internally & Externally

         CARE International in Timor-Leste - CITL

Department/Project	Program
Position Title	Deputy Logistic & Procurement Manager
Supervisor	Logistic & Procurement Manager
Position Grade	Grade 6 step 1
Salary	From  USD 929 Plus Benefit
Location of work	Dili
Position report to	Logistic & Procurement Manager
Contract Period	1 Year with possibility of Extension
Areas of experience required	The Deputy Logistics and Procurement Manager is responsible for management of day-to-day operations of CITL’s fleet, assets and warehouse, and supporting the LPM to manage Logistics and Procurement activities and plan usage of the fleet and assets. This position is based in Dili, with frequent travel required to other Field Offices.
Applications required by	25th of August 2020
Application should include	CV and Application letter only
Application should be sent to	Teresa.Barros@careint.org

 

INTRODUCTION:

CARE is an international development and humanitarian aid organization fighting global poverty, with a special focus on working with women and girls to bring lasting change to their communities. As a non-religious and non-political organization, CARE works with communities to help overcome poverty by supporting development efforts and providing emergency assistance. We believe supporting women and girls is one of the most effective ways to create sustainable outcomes in poor communities.

CARE’s long term program will focus on women and girls in rural disadvantage areas with four priority areas: SRM Health and Rights, Women’s Economic Empowerment, Women’s Voice and Education.

PURPOSE OF THE POSITION:

The Deputy Logistics and Procurement Manager is responsible for management of day-to-day operations of CITL’s fleet, assets and warehouse, and supporting the LPM to manage Logistics and Procurement activities and plan usage of the fleet and assets.

This position is based in Dili, with frequent travel required to other Field Offices.

MAIN RESPONSIBILITIES:

·         Fleet Management

·         The Deputy Logistics and Procurement Manager will have primary responsibility to assist LPM in Managing CITL’s vehicle fleet, as well as developing tools and processes to improve fleet efficiency and effectiveness.

·         Implement and enforce CITL’s Fleet Manual, including training and induction of staff, and ensure that use of vehicles complies with policies on fraud, safety and security, and code of conduct;

·         Establish and manage effective fuel supply in all required locations, and ensure timely preparation of fuel reports and invoices; and

2.       Asset Management

·         Assist LPM in Implementing and enforcing CITL’s asset management policies in the Country Office Logistics and Admin Manual (COLAM), including training and induction of staff;

·         Oversee SLO on the arrangement of disposal of surplus or damaged assets; and

·         Supporting SLO to ensure that regular stock takes of CITL’s assets throughout Timor-Leste.

3.       Warehouse Management

·         The Deputy Logistics and Procurement manager will have primary responsibility for managing the Dili warehouse and monitoring field warehouses, under the direction of the LPM.  The DLPM will receive assistance in moving stock from Administration and others;

·         Implement and enforce CITL’s COLAM, including training and orientation of staff;

·         Establish and maintain safe, secure and clean warehouses in all required locations, including appointing responsible staff and conducting spot checks;

·         Manage the transport of stock between warehouses and offices, including maintaining full records; and

·         Maintain stock reports and regular stock takes in warehouses throughout Timor-Leste.

 

4.       Procurement

·         The Deputy Logistics and Procurement manager will assist the LPM to conduct procurement activities, particularly for major procurements;

·         Ensure CITL Procurement processes are followed at all times;

·         Assist SLO for complex medium procurements;

·         Coordinate procurement committees for major procurements or preferred suppliers;

·         Assist LPM managing vendor contract and ensure that is in accordance with requirements

·         Assist LPM implementing and maintaining proper reporting and filing systems, soft and hard, including keeping records and files to full audit trail standard;

·         Prepare Minutes for every procurement committee meeting, and seeking for approval   

·         Conduct the Summary Bid of Analysis and provide its recommendation to the Logistic Manager,   

·         Assist the LPM to maintain the Procurement Tracking Sheet and to ensure that documents are properly completed; and share with Requester on regular basis;

·         Assist the LPM to maintain the  Approved Vendor List and ensure that documents are properly completed; and share with Requester on regular basis; Monitor and evaluate performance of CITL’s approved vendor;

·         Coordinate the receipt, opening and evaluation of quotations, tenders or proposals for goods, services or works;

·         Process the customs clearance of import goods for CITL operation;

·         Manage the delivery and supply of purchases, including managing customs clearance and taxes on imported goods; and

·         Ensure delivery the delivery of goods, services or works for each project in a timely manner and in accordance with dates shown on Purchase Order

5.       Distribution

·         Assis the project to ensure that goods delivery are in accordance to CITL protocol and policies.

 

6.       Staff Management, Planning and Development

·         Supervise the Logistics Officer on daily activities plan including training, tasking, and guidance and monitoring of performance and development;

·         Implement work plans, development plans, and conduct APPA reviews;

·         Assist the LPM to develop and monitor the Annual Operating Plan;

·         Contribute to CITL’s strategic management, including by taking part in emergency and continuity planning;

·         Assist the LPM provide the basic mechanical training for the drivers.

·         Take over the management of the Logistics and Procurement department when the LPM is absent.

OTHER RESPONSIBILITES

·         To proactively manage the APPA process for all direct reports (annual appraisal, midyear review and regular 1:1 meetings) creating an environment where feedback is valued, acted upon and monitored, and where the APPA process (including the paperwork) is an integral component of Annual Work Plans and activities;

·         Engage in emergency preparedness, assist in any emergency response as required;

·         Promote a safe and secure work environment; foster a culture of safety and security awareness and ensure compliance with the safety and security policies, procedures; and

Demonstrate an ongoing commitment to gender equality, diversity and child protection.

EXPERIENCE AND QUALIFICATIONS:

·         Minimum Bachelor degree in Logistics/Procurement/Warehousing with a minimum 3 years relevant work experience and/or University Diploma with minimum 4 years relevant work experience, preferably with an International Non-Government Organisation (INGO);

·         Ability to support the Logistics and Procurement function with integrity and implement procedures and processes, with minimal supervision;

·         Proven ability to manage large office operations.

·         Excellent communication skills in Tetum and intermediate (very good) in English;

·         Demonstrated high level time management skills, including the ability to plan and manage workflows and balance competing priorities to ensure timely processing to meet deadlines in a complex environment;

·         Demonstrated strong leadership, decision making, problem solving, planning and attention to detail;

·         Demonstrated honesty, reliable and trustworthy.

·         Demonstrated ability to take direction and to work as part of a team;

·         A willingness to learn about CARE, gender equality and women’s empowerment activities; and

·         Intermediate (very good) in Microsoft Office with knowledge in Microsoft Word and Excel, excellent numeric skills.

 

In return of your commitment you will benefit from ongoing professional development fostered within an innovative and forward thinking environment, plus a comprehensive benefits package.

 

To apply to this position, please email or submit your application letter and Curriculum Vitae with three references (Please DO NOT attached the other documents) to teresa.barros@careint.org OR to HR Unit, CARE International Timor-Leste, Bairo Pitte, Dili, OR by email before or by date deadline on 25^th of August 2020. Only successful candidates will be contacted for the interview.

 

CARE is an equal opportunity employer committed to a diverse workplace. Women are strongly encouraged to apply.

 

CARE International Timor-Leste is committed to protecting the rights of children in all areas we work. CARE International Timor-Leste reserves the right to conduct screening procedures to ensure a child-safe environment.