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Logistique et Transport

Procurement & Logistics Officer CDI

Programme d’Appui à l’Initiative Communautaire (PAIC)

Title: Procurement & Logistics Officer

Department: CIT

Employee Status: Full Time

Reports to: Operations Manager

Location: Yaoundé

BACKGROUND

Creative Associates International Inc. is a dynamic and fast-growing professional services firm that specializes in international development in the areas of education, democratic transitions and stabilization in post-conflict environments. Based in Washington, DC, the firm has a field presence in 20 countries worldwide with a strong and diverse portfolio that includes global contracts with the U.S. Agency for International Development (USAID) and other clients including the U.S. Department of State and the U.S. Department of Defense. The firm has earned a solid reputation among its clients and missions worldwide and is well-regarded by competitors and partners alike.

PROGRAM DESCRIPTION

Creative Associates International Cameroun Limited (Creative Associates) is preparing for the implementation of USAID’s Office of Transition Initiatives program in Cameroon: le Programme d’Appui à l’Initiative Communautaire (PAIC). The two-year program will be working to strengthen inter-community relations through local initiatives, empower youth, and increase social cohesion. The USAID/OTI Cameroon program will work at the local level in partnership with local organizations.

To lead and support the implementation of the Programme d’Appui à l’Initiative Communautaire (PAIC), Creative Associates seeks to engage a highly qualified and motivated team. All positions, including positions based in Yaoundé, are full time and require a willingness to travel throughout northern Cameroon. Creative Associates is especially interested in receiving submissions from women applicants. Only qualified candidates who follow the application instructions will be contacted.

POSITION SUMMARY

The Procurement & Logistics Officer is responsible for the acquisition of goods and services for the Yaoundé office and program activities implemented through grants under contract, largely awarded in-kind, and short-term technical assistance and direct delivery of goods and services activities. The Procurement & Logistics Officer is required to comply with Creative’s policies and procedures and USAID’s Automated Directives System (ADS), and Acquisition Regulation (AIDAR), the US government’s Federal Acquisition Regulation (FAR), and the regulations which apply to PAIC activities and awards. The Procurement & Logistics Officer will support the entire Yaoundé-based team to carry out procurement for both Creative’s operations and program activities. The Procurement & Logistics Officer will also with procure goods and services and deliver these in a timely manner to ensure smooth running of Creative’s Yaoundé and Maroua offices, national-level program activities, and activities implemented in the Far North. The Procurement & Logistics Officer is responsible for ensuring transparency throughout the procurement process, maintaining the complete documentation and filing system for all procurements including quotations/proposals, evaluations of quotations/proposals, negotiation memorandums, award documents, correspondence with vendors, and activity inventory as required by Creative policies and procedures and USAID regulations. The Procurement & Logistics Officer is responsible for updating the operations inventory as required by Creative policies and procedures and USAID regulations. The Procurement & Logistics Officer will also play a key role in managing Creative’s fleet of vehicles. This position will be based in the Yaoundé office, with program activities expected to be carried out throughout the country and especially the Far North. An ability to travel throughout Cameroon is required.

REPORTING & SUPERVISION

The Procurement & Logistics Officer reports to the Operations Manager in Yaoundé and supervises the driver.

PRIMARY RESPONSIBILITIES

Primary responsibilities include but are not limited to the following:

General

 

Participate in regular PAIC team meetings to report on the progress of activity implementation and any issues related to procurement of goods and services.
Become familiar and comply with all approved PAIC procedures and manuals (e.g., Activity Management Guide; Activity Cycle Flowchart; Field Procurement Guide).
Develop and maintain positive working relations with grantees, national and international organizations, host government ministries, local partners, stakeholders, and beneficiaries.
Establish hard copy and electronic files of on-going procurements for tracking purposes.
Ensure procurement files comply with Creative’s policies and procedures and document checklist according to the value of the procurement, required documents may include: quotation/proposal, evaluation, award documents (purchase order, subcontract, consulting agreement) and correspondence with vendor for all procurements.
Ensure that the procurement processes strictly follow Creative policies and procedures and USAID regulations.
Maintain confidentiality throughout the procurement and vendor selection process.
Assist the Operations Manager in producing a monthly procurement report.
Manage Creative’s vehicle fleet operating in Yaoundé and Maroua.
Ensure vehicles are maintained per warranty requirements and schedule repairs as needed.
Track fuel consumption and mileage of all vehicles and cross-check in the Total online fuel card system.
Develop, update, and keep operations inventory updated.
Any other duties and tasks as needed and assigned.
Logistics

 

Supports transportation needs of Creative and OTI staff including after-work hours calls to facilitate communication and provide directions to other drivers in French and local languages.
Support the Procurement Manager and Operations Manager to control and record all non-expendable property, identify and list all property and equipment and monitor for condition and functionality.
Support the Procurement Manager and Operations Manager to maintain and update documentation and archiving system.
Support the Procurement Manager and Operations Manager to maintain and update inventory list.
Support the Procurement Manager and Operations Manager to develop a database of vendors.
Manage and report on the supplies of office supplies (cleaning products, tea, coffee, sugar, etc.).
Initiate and manage small repairs to the office and expatriate houses ensuring the upkeep of the office compound.
Support and manage vehicle and generator refueling and support the Procurement Manager and Operations Manager in calculating fuel consumption to prevent theft or misuse.
Manage Creative’s operations inventory.
Travel

 

Supervise the vehicle fleet, maintenance of vehicles, and track fuel following Creative fuel tracking and management system.
Schedule vehicle movements as requested by Creative staff.
Supervise Yaoundé-based drivers, and monitor their allocation.
Inspect vehicles with drivers to ensure they appear to be in good running condition and are equipped with the tools required.
Keep abreast of road conditions across Cameroon and provide guidance safe driving and travel routes for drivers and passengers.
Ensure that staff travelling outside of and between main cities are equipped with functioning and charged satellite phones.
Coordinate internal air travel with UNHAS and private airline companies for personnel and cargo.
Coordinate advance payment for UNHAS flights.
Dispatch drivers to the airport with a copy of the traveler’s name and flight itinerary and a sign with the name of the traveler and Creative logo, if appropriate.
Activity Development

 

Provide information on costs, sources and availability of goods and services to support development of activity budgets, procurement plans, and disbursement timelines.
Become familiar with activity development process and procedures and share information about activities with Yaoundé-based Program Officer (PO) and Maroua-based Grants Manager.
Provide advice and guidance on procurement mechanisms, delivery time, etc.
Determine the most reasonable and expeditious process for procurement in compliance with Creative policies and procedures and USAID regulations.
Implementation

 

Obtain quotations/proposals for activity-related goods and services, prepare and analyze offers and as required per procurement value threshold convene procurement committee meetings, as nonvoting member, to evaluate and select successful vendor, and complete the procurement process in accordance with Creative policies and procedures and USAID regulations.
Maintain confidentiality throughout the procurement evaluation process.
Conduct vendor pre-qualification and vetting process.
Request and review tax registration for all suppliers of goods and services.
Prepare requests for quotations/proposals, negotiate with vendors, conduct analysis of offers, and recommend vendors for award.
Draft all required procurement forms, including Purchase Orders, Short Term Technical Assistance Agreements, Subcontracts for the procurement of materials, goods and services and approval following Creative’s delegation of authority thresholds.
Receive goods from vendors or ensure that goods are delivered directly to grantee and/or beneficiaries, as appropriate.  Track deliverables for all firm fixed-price subcontracts.
Inform Program Officer and Operations Manager when differences of actual costs for goods and services exceed the approved activity budget and provide inputs if budget modification or reallocation of funds within the activity budget is required.
In conjunction with Operations Manager, review that per Creative policies and procedures and USAID regulations all goods and services to be procured are allowable, allocable and reasonable.
Process payment requests for activities, in coordination with the Program Officer and Grants Manager. All procurement and payment requests must include Program Officer technical approval.
Submit approved payment requests to the Finance staff for processing.
In coordination with the Operations Manager, verify that requests for payment for goods and services procured do not exceed approved budget and/or amount of funding available for activity.
Provide information and documentation on procurement to Grants Manager for activity files and upload to the OTI Database and OTI Anywhere.
Provide information to the Procurement Manager to update the property inventory for activities.
Assist the Grants Manager with preparation of Terms of Reference and/or technical specifications for materials, goods, and services, for subcontracts, acquisitions, and procurements, in collaboration with the Program Officer.
Ensure adequate competition to allow best-value or lowest cost determination in vendor selection documents.
Ensure procurements meet both quality and delivery requirements for activity and are handled in a transparent manner.
Conduct analysis of the availability and costs of goods and services available in local markets across Cameroon.
Work with vendors of goods and services to ensure quality meets expectations and requirements.
Disseminate requests for quotations/proposals for goods or services to support activities directly to potential vendors and/or via announcements on local radio stations, public notice boards, and the PAIC website to ensure transparency in the procurement process.
Convene and participate in evaluation committees, as nonvoting member, reviewing quotations/proposals submitted by vendors, according to the terms included in the solicitation.
Process and document procurement process from solicitation through award following Creative policies and procedures and USAID regulations.
Compare the actual costs received from vendors with approved purchase requisitions and activity budgets.
Immediately report to the Operations Manager, Program Officer, and Grants Manager when variances in the cost of quotations/proposals received and the amounts included in approved purchase requisitions or activity budgets could result in the expenditure on the activity exceeding the approved total activity budget by 10% or $10,000.
Coordinate the logistics for the delivery of goods and services with Program Officer and Grants Manager and ensure to obtain confirmation of goods and services delivery from the grantee and the Program Officer.
Coordinate transportation, permits, authorizations, insurance, loading and unloading of goods/materials, and financial allocation of related expenses under grants.
Communicate all delivery schedules for activity-related procurements to Program Officer and Grants Manager.
Support the Grants Officer to provide projection of activity-related expenses.
Work with the Grants Manager to schedule transportation items for activities to the field and follow up with transporters to ensure appropriate delivery of items to destinations and that all deliveries are documented. Field testing and user training should be provided for ICT and other equipment procured for grantees and beneficiaries as a part of activities.
Verify that deliveries are complete and made in a timely manner.
Activity Close-out

 

Responsible, with Grants Manager, for reviewing budget expenditures on activities and the financial and administrative close out.
Collaborate with the finance department to ensure that payments have been made for all completed procurements, in accordance with the procurement plan and disbursement timeline.
Coordinate with Program Officer and Grants Manager to secure approval to hand over property and equipment to grantees and/or beneficiaries.
Draft and get transfer of title letters signed by recipients for Grants Manager to include in activity files.
Provide information to Procurement Manager and/or Operations Manager on property and goods which have been handed over to awardees. All disposal of property (defined as individual items valued at ≥$5,000), must be coordinated with the Operations Manager so approval from the USAID contracting officer can be secured as required.
Ensure that property and goods removed from the activity inventory have met all transfer and disposition requirements.
REQUIRED SKILLS & QUALIFICATIONS:

 

Four-year university degree in procurement, supply chain management, industrial engineering, business administration, finance, or a related field required.
Minimum of four (4) years of general work history is required.
Minimum of two (2) years specific experience supporting procurement of goods and services and logistics, preferably with USAID or US Government funded programs.
Experience working with USAID or US Government funded projects is highly desirable
Strong knowledge of donor procurement rules and regulations.
Demonstrated ability to solve challenging and complicated logistical issues.
Experience with budgeting and cost analysis.
Strong ability to use and develop management and tracking systems.
Strong communication skills.
Problem solving, stress management and time management skills are required.
Proficient at using Microsoft office software: MS Word, Excel, PowerPoint, Outlook, etc. Prior experience using MS Access and web-based database applications preferred.
Excellent record keeping and documentation skills are required.
Experience of working in a conflict environment is a plus.
Written and spoken fluency in French required and proficiency in English desired.
Fluency in one or more of the local languages used in the northern Cameroon preferred.
Ability to work under pressure and efficiently handle multiple tasks.
Ability to work both independently and as a part of a team.
HOW TO APPLY?

To apply, follow the instructions availables at this adress: http://www.paic.info/comment-appliquer.html

Job Overview

  • Date Posted: Posted 7 années ago
  • Location: Yaoundé
  • Job Title: Procurement & Logistics Officer
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