|Position: Procurement, Logistics Manager
Duty station: Tbilisi, Georgia
Location: Akhalkalaki, Samtskhe-Javakheti Region
Traveling: Tbilisi, Akhalkalaki, Samtskhe-Javakheti Region
The incumbent will work closely with Georgian Rural Development Department of Georgian Institute of Public Affairs (GRDD of GIPA) management, EU funded projects "Promoting a New Development Approach in Akhalkalaki" hereinafter referred to as "project" beneficiaries and is responsible to perform the following:
** In line with EU procurement rules guidelines and GRDD of GIPA's project requirement establish a clear procurement plan ensuring that requests are managed effectively ensuring sufficient time is provided to complete all necessary processes.
** Ensure all procurement requests, tender and bidding procedures are in with EU procurement guidelines.
** Organize quotations and payment of insurance and renew annually.
** Oversee the procurement analysis of all supplies/services ensuring detailed procedure.
** Manage the delivery of goods/services to GRDD of GIPA project team and project beneficiaries.
** Ensure all procurement follows the EU procurement guidelines and GRDD of GIPA organizational procurement procedures and orders are made according to the project goals, correctly with the right authorization.
** Ensure that the procured items are correctly handed over and accounted by the project beneficiaries.
** Support project team members to present suppliers with procurement committee meetings. Ensure clear documentation for supplier selection is obtained for auditing purposes.
** Provide agenda, organize formal procurement committee meetings with suppliers, detailing minutes of committee meetings.
** Ensure the Conflict of Interest Policy is upheld throughout all processes of procurement.
** Report to manager any concerns regarding procurement processes.
** Manage the Approved Supplier List. Ensure all suppliers uphold the terms and conditions of the agreement and in need of sourcing or changing current agreements organize procurement committee to facilitate any necessary additions and changes.
** Conduct price checks on all procurement conducted and manage the team to negotiate strong value for money.
** Assist project partners management teams and provide recommendations in case of any circumstances
** Organizing drivers and vehicles to provide efficient transport for project team.
** Ensure that drivers have read and fully understood the Vehicle Usage Policy. In upholding this policy provide safety checks on vehicles- leaving the office and returning. Ensure all basic checks are completed on fluid levels and brakes on a weekly basis. These checks must be logged in Vehicle Maintenance Log Book.
** Manage the weekly vehicle timetable and communicate transport bookings with all drivers.
** Ensure all vehicle log books are correctly filled in for all trips and checked against the Fuel Log on a monthly basis.
** Ensure all work on vehicles is checked on completion, all parts are replaced and vehicles condition has improved where appropriate.
** Manage vehicle usage ensuring all employees and drivers comply with the organization Vehicle Usage Policy, any accidents or damaged are fully reported to project management.
** Ensure vehicles are roadworthy and have valid insurance.
** Manage the sale and purchase of any vehicles with the support of the project management.
** Make the representation of the GRDD of GIPA and project in the region with local stakeholders and other interested parties at individual and public meetings with prior agreement on representation with GRDD of GIPA Management;
** Attend regional meetings of project beneficiaries and contribute to the process of further close cooperation.
** Assists in structural creation of management system of the sub-grant projects managed by beneficiaries;
** Maintain the close collaboration with all project beneficiaries;
** Manage supplies, ensuring the administration team are logging all incoming and outgoing supplies and any nonconformity are investigated and reported.
** Manage the process of procurement and delivery for project supplies to office/sites/training/events.
** Manage all First Aid supplies at the office/vehicles ensuring all staff have access to any necessary medical supplies where needed, while logging any use.
** Oversee the work of all support employees including, officers, assistants, drivers, cleaners and security. Report any concerns, requirements and changes that may affect the work and safety of project team.
** Ensure all supplies are available for project team members e.g. office supplies, stationery and log books.
** Ensure all office systems e.g. water/electricity are recharged and paid.
** Identify the gaps and give recommendations for covering them.
** Report to the project management and other decision-makers as assigned by the department head on a daily basis about the status of projects and progress toward goals of the respective program as per set reporting schedule.
** Provide updated information on weekly basis if requested;
** Provide monthly, progress and financial reports.
** Master's Degree or equivalent in Business Administration, Finance, Economics or related field;
** Five years of increasingly responsible professional experience, in a position that included procurement and logistics management;
** Knowledge of: principles and practices of project implementation, experience in narrative and financial report writing, written and spoken knowledge of Georgian, English and Russian languages, Armenian is plus, basic computer programs (Microsoft Excel, Word, Outlook) and applications for office use.
** Ability to: establish and maintain good working relationships and work effectively with colleagues and staff members; plan, prioritize, organize, and carry out work independently; set priorities to meet deadlines; learn relevant technical information; prepare and write clear and concise memos, reports and other documents; analyze information, identify problems, make recommendations, and exercise independent judgment; provide technical assistance to others; communicate clearly and effectively orally.
** Additional Requirement: Possession of a valid Driver's License.
Brief overview of the project:
GRDD of GIPA in partnership with Mercy Corps, Elva Community Engagement and West Corc Development Partnership is implementing the Promoting a New Rural Development Approach in Akhalkalaki project funded by European Neighborhood Programme for Agriculture and Rural Development in Georgia (ENPARD Georgia). Overall objective of the project is to contribute to the reduction of poverty in Georgia through a new and innovative methodology to rural development. Together with project partners GRDD of GIPA intends to promote a bottom-up, inclusive rural development approach in Akhalkalaki that fully engages all communities in the municipality and specifically women and youth.
How to Apply:
Interested candidates meeting the assigned requirements are welcome to submit CV and Letter of Interest not later than January 28, 2017 6 p.m. on the following e-mail address: email@example.com
Please indicate the position title: "Procurement, Logistics Manager" in the subject line of your e-mail. Only shortlisted candidates will be contacted for the interview.