Procurement and Logistics Coordinator (Port Sudan) – GOAL

Job Purpose

The purpose of this role is to oversee, and be accountable for, the implementation of sound supply chain (procurement, stores, transport, premises and assets) practices by the GOAL Sudan team. The Procurement and Logistics Coordinator is expected to ensure maximum efficiency, effectiveness, flexibility and responsiveness to the needs of the programme while adhering to donor, Government and GOAL procedures and regulations. The post holder is expected to be field focused, ready willing and able to travel to remote parts of Sudan to support the team in capacity building and programme implementation. This includes coordinating with international and national partners and relevant local authorities.

This position will also develop and implement supply chain strategy and manage its delivery. The incumbent will assume responsibility for internal and external coordination and collaboration, ensuring value for money approach across the supply chain functions and providing technical guidance to various functions.

Key Areas of Responsibility

Coordination, Information Sharing & Management:

• Ensure proper supply chain management practices and procedures are in place and maintained according to GOAL standards for accommodation, assets, warehousing, transportation, procurement and commodity distribution systems.
• Monitor the progress of all orders, in particular following up orders awaiting approvals to ensure they do not get delayed,
• Ensure timely reporting on stock status and help programme staff with planning of stock replenishment ensuring accurate tracking of supplies through to the end-user,
• Communicate to budget holders and requestors immediately on any anticipated delays clearly outlining the reasons for the delay and the steps taken to resolve problems,
• Maintain weekly communication with each field site ensuring that field reports are received, reviewed and constructive feedback given as needed,
• Proactively provide advice and support to Senior Management Team (through the SD), Budget Holders and Area Coordinators, Sector Coordinators on Supply Chain issues, and collaborate with relevant staff/team on budget proposal development, technical aspects of the programme, and implementation mechanisms as required
• Give input and advice on GOAL emergency response work within Sudan (this includes, but not limited to, project concept notes, proposals and budgets, country contingency and preparedness plans)

Procurement:

• Directly manage Assistant Procurement Coordinator to be based in Port Sudan and technically supervise field based procurement managers..
• Coordinate the procurement activities for North Darfur and South Kordofan. Providing technical guidance to procurement managers in collaboration with the field coordinators and Area Coordinators.
• Manage the set up and maintenance of all procurement filing, electronic and hardcopy, and ensure that files are complete, correct and include all relevant documentation to meet audit requirements,
• Ensure that the Anti-Terror and Sanctions Checks (ATSC) file is complete and kept up to date, and ATSCs for suppliers are renewed as per GOAL policy,
• Organise regular local market surveys and ensure the Vendor Roster and other supplier information is kept up-to-date and referenced during the procurement process,
• Maintain costing data to enable budget holders have easy access to prices for budget formulation,
• Ensure that all procurements that require donor approval are submitted to the relevant programme staff with a specific request to seek donor approval before GOAL proceeds to contracting. This oversight needs to extend to procurement from field locations as well as Port Sudan based procurements,
• Develop a set of Key Performance Indicators (KPIs) for procurement performance from both the GOAL staff side and from a supplier perspective. These indicators should build on existing data collection tools with targets that promote achievement and do not demotivate staff. Supplier KPIs should feed into the broader development of a supplier management strategy.
• Oversee and manage all national (including head office level) procurements and ensure they are in line with programme requirements, GOAL procurement policies, processes and quality standards.
• Oversee, review and monitor the PR generator and Order tracking sheet (OTS) and follow up progresses.

Procurement Planning:

• Work closely with each Project Manager (Budget Holders) to ensure that Procurement Plans are in place for each project, the plans are verified against the budget, all procurement requirements are clearly identified, timelines and budgeted amounts are reasonable including allowances for shipment of goods from Port Sudan to field sites.
• Carry out regular reviews of progress against procurement plans and highlight any delays encountered from internal process (receiving PRs, delays in processes etc.) and external (supplier) perspectives.
• Meet with Project Managers (Budget Holders) on a regular basis to review Procurement Plans, discuss upcoming procurements, resolve difficulties and challenges and agree/record action points and deadlines for activities

Supplier Management Strategy and Systems:

• Use the findings of monitoring of procurement to feed into the development of sector supplier engagement strategies for GOAL Sudan.
• Lead the procurement team to develop strategies to minimise the impact of market restrictions on GOAL procurement.
• Look to establish mechanisms to expedite processes with a particular focus on reducing the time from quotation to contracting and work with suppliers to establish what strategies can be employed to combat price gougin

Operational Management:

• Review the logistics core cost budget versus actual with the SD and support in the preparation of the annual core costs budgets and revisions as needed,
• Directly manage the Assistant Logistics Coordinator and other Port Sudan based supply chain staff working with the team to ensure a fair and efficient allocation of tasks, monitoring performance and providing on-going training in roles and procedures,
• Technically supervise and work closely with Field Logistics Managers to provide support and direction (technical) to field-based supply chain staff,
• Ensure that guidance, mentoring and monitoring on all GOAL procurement and logistics procedures and policies are given to all the supply chain team, in particular the field teams,
• Develop a set of Key Performance Indicators (KPIs) for Logistics performance for both Port Sudan and Field Offices. These indicators should build on existing data collection tools with targets that promote achievement and do not demotivate staff.

Stores & Premises:

• With support from Assistant Logistics Coordinator, facilitate all communications and coordination with Port Sudan Logistics cluster to ensure all warehousing services rendered to GOAL.
• Oversee all shipment processes from Port Sudan to GOAL Field sites.
• Ensure GOAL Sudan stores systems and procedures are in place to adequately manage and report on stocks in compliance with GOAL’s Logistics Manual and in accordance with donor requirements,
• Ensure all standards and exercises for stock accountability and records are in place and managed,
• Ensure that stock utilization and replenishment systems are adequate to maintain supplies of basic commodities to facilitate the smooth operation of the programme.
• Oversee an effective system for the maintenance and security of all GOAL Offices, residences and stores and ensure they conform to recommended insurance, health and safety standards.

Fleet & Assets:

• Oversee the overall GOAL Sudan fleet and asset management and ensure all activities are carried out as per the GOAL Logistics policies and manuals.
• Oversee the management of all transport and fuel issues; responsible for ensuring that all statuary requirements are met, Fleet guidelines are followed, records are maintained and analysed.
• Work as country focal person and contract manager for fleet and other insurances.
• Working in coordination with the Safety & Security Coordinator ensure that all communications equipment is operational, used in line with communications equipment policy and national legislation, and that requisite training is provided to staff on usage protocols
• Liaise effectively with programme and finance staff on the cessation of grants to ensure assets and stock are disposed of in accordance with GOAL, donor and national policies and regulations
• Oversee the maintenance of a live, up-to-date Fixed Asset Register (FAR APP) ensuring all assets are labelled and current locations of all assets are known and reported,
• Develop a set of Key Performance Indicators (KPIs) for Fleet and Asset performance for both Port Sudan and Field Offices. These indicators should build on existing data collection tools with targets that promote achievement and do not demotivate staff.

Skills & Qualifications

• Demonstrable experience in Procurement and Logistics related management, with a country Procurement and Logistics management level.
• Previous overseas management experience
• Good understanding of donor rules and regulations and implementation of strong compliance and control framework
• Strong experience liaising with governmental / local authorities and other NGOs
• Audit experience 
• Demonstrated analytical and conceptual skills to plan projects, timetable activities, and oversee staff work
• Demonstrated understanding and experience of using and managing internal systems and processes
• Experience working/complying with institutional donors and contracts
• Good resource management and planning skills

We strongly encourage you to apply even if you do not meet every single requirement listed.  At GOAL we welcome people of all abilities and want to ensure that our hiring and interview process meets the needs of all applicants. If you require a reasonable accommodation to make your application or interview experience a great one, please just contact our Recruitment Team at [email protected]   

GOAL commitment to Diversity, Equity and Inclusion: 
GOAL is an equal opportunity employer. We celebrate diversity and are committed to building an inclusive environment for all employees. We foster an inclusive culture where all voices are heard and valued, we are particularly eager to receive applications from women (and other underrepresented groups). We know that the more inclusive we are, the better our work will be. 

All employees share in the responsibility for fulfilling GOAL’s commitment to equal employment opportunity and equal treatment. GOAL does not discriminate against any employee or volunteer; or any applicant for employment or volunteering on the basis of age, gender identity, ancestry, political opinion, civil status, medical condition, ethnic background, disability, race, religion, sexual orientation, or any other characteristic protected by applicable laws. 

Accountability within GOAL 

A commitment to GOAL values and GOAL’s integrity framework is critical to working with GOAL. Any candidate offered a job with GOAL will be expected to adhere to the following key areas of accountability: 1) Comply with GOAL’s policies and procedures with respect to safeguarding, code of conduct, health and safety, confidentiality, do no harm principles and unacceptable behaviour protocols; 2) Report any concerns about the welfare of a child or vulnerable adult or any wrongdoings within our programming area; 3) Report any concerns about inappropriate behaviour of a GOAL staff or partner. 

Safeguarding 

Children and vulnerable adults who come into contact with GOAL as a result of our activities must be safeguarded to the maximum possible extent from deliberate or inadvertent actions and failings that place them at risk of abuse, sexual exploitation, injury and any other harm. One of the ways that GOAL shows this on-going commitment to safeguarding is to include rigorous background and reference checks in the selection process for all candidates. 

General Terms and Conditions 

This Job Description only serves as a guide for the position available. GOAL reserves the right to change this document.