Logistics and Procurement Officer – Windle Trust
Job Description
| Organization: | Windle Trust International (WTI) |
| Position: | Logistics and Procurement Officer. |
| Location: | Based in Khartoum with travel to the field offices and outside Sudan as required |
| Reporting to: | Country Director |
| Salary: | USD 500 |
Background:
Windle Trust International (WTI) is an International NGO that has been operating in Sudan since 1999.
WTI challenges poverty and inequality by expanding access to, and improving the quality of education and training, for communities affected by conflict, displacement, neglect or discrimination. WTI manages a variety of donor funded education projects. Projects are delivered in close cooperation with project donors, local partners and government departments.
Role:
To manage the logistical and procurement functions of WTI Sudan programme including local and international procurement, equipment maintenance, asset management, administration and IT support, in line with relevant WTI practices, procedures and policies
Key responsibilities
Logistics:
- In consultation with the Country Director, Programme Manager, Finance Manager and
Project/Field Coordinators implement and maintain standard practices, keeping records to full audit trail standard and relevant donor regulations. - Ensure the purchase and delivery of supplies are done in timely manner.
- Ensure the creation and maintenance of accurate and up to date supplier information and market prices databases for regularly purchased items including creation of preferred supplier’s agreements for regularly purchased items.
Transport:
- Oversee the maintenance of vehicles and motorcycles and maintain routine preventive
maintenance of vehicles so that these are available for programme activities meeting safety requirements. - Maintain a file for all WTI vehicles and motorcycles with all relevant information and repair and maintenance records.
- Identify suitable workshops for all WTI vehicles including the field to ensure that preventive and other repairs are carried out in a timely manner.
Procurement:
- Maintain adequate documentary evidence as required by WTI’s procedures and policies and donor regulations.
- Carry out quotations and tenders as required according to WTI’s procedures and guidance to ascertain best value for money in order to select the most effective suppliers.
- To carry out procurement of supplies and services as authorized by the budget holder following WTI’s procedures and policies. Any deviation from standard procedure must be authorized by Country Director in consultation with the Finance Manager.
- Maintain supplier list both for routine and emergency supplies and conduct regular market survey and keep the record for preparing future budgets.
- After regular intervals or after major procurement complete supplier evaluation in order to document the performance of the supplier and update supplier list accordingly.
Security:
- Participate in monitoring of the security situation. Implementation of WTI Security Policy in conjunction with the Country Director. Participate in UNDSS/INGO security meetings where required by the Country Director.
- Manage WTI’s unarmed guards ensuring that contract are delivered and that the contract is renewed in timely manager.
- Ensure first aid kits and emergency supplies are up to date in Juba and field offices.
Administration:
- Assist the Country Director, Programme Manager Finance Manager in overseeing and monitoring asset management conducting regular physical checks on assets and inventory Items and always ensuring proper control of all equipment.
- Maintain all relevant log filing systems.
- Book travels as required for staff and others who may be associated with programme delivery.
- Ensure that the structure in the office, electricity, water supply are in working order and any faults being reported and repaired promptly.
Other Duties:
- Help with other work when required.
- Promote good communication and sharing of information.
Person Specification and Qualification:
- Graduate (Bachelor degree with grade of at least good) with an appropriate professional qualification.
- Minimum of 2 years relevant experience in the charitable sector and Non-Governmental Organization, preferably International.
- Excellent written and spoken communication skills, including good knowledge of English language and fluency in Arabic.
- Competent IT skills, including ability to use Microsoft Office (especially. Word and Excel).
- Good organization skills.
- Flexibility and ability to fit into a small, hard-working team.
- Ability to deal in a friendly and helpful way with people of different nationalities and backgrounds is essential.
- Sympathy with the aims and objectives of the organization.
How to apply:
Interested applicants are advised to send their applications (CV, all supporting documents and cover letter explaining why they want the job and how they meet the job specifications to the Labour Office at HAC Federal Office, Gamhouriya Street and a copy of application to Windle Trust International Office, Street 35. El-Amarat.
The deadline is: 13/1/2022
Only shortlisted candidates will be contacted
