Recruitment Description/ Key Accountabilities

Key Responsibilities

Procurement

• Manage implementation of procurement policy.
• Coordinate with vendors on delivery, repair, and maintenance of procured supplies (including equipment used by our field officers and mobile phones used by our recipients)
• Assist with developing and implementing policies and systems for effective and smooth operation and identifying opportunities for risk mitigation and process improvement
• Coordinate Procurement Planning and Execution in liaison with respective Program budget holders.
• Assist in Drafting and preparing contracts for vendors and supervising/monitoring vendor performance.
• Assist in Coordination and complete Prequalification Process leading to prequalified supplier lists for the organization
• Conduct market assessment, vendor mapping, Profiling, and maintaining a supplier database for commonly used items.
• Provide guidance, advice, and training to staff on procurement and logistics processes
• Analyze Procurement requirements and select the most appropriate method depending on the value of procurement.
• Analyze, negotiate, and prepare contractual agreements and any addenda.
• Prepare and submit for review and approval of procurement documents, vendor correspondences and minutes of all procurement committees.
• Coordinate with the Finance department to ensure that all payments to vendors are made on time and without financial strain on the organization.
• Prepare for receipt of goods purchased for office or programmatic activities at all offices (considering the need for segregation of duties in the process.

Inventory management

• Maintain a record of all GD property, and make replacement recommendations.
• Enforce protocols on staff handling/tracking of GD property and overall adherence to safe storage policies.
• Maintain insurance coverage for phones and other valuable inventory.
  
• Ensures that procedures outlined in GiveDirectly’s Asset Management Manual will be implemented in all Offices
• Oversee Assets Movement and regular updating of stores and assets inventory to ensure that they are properly tagged and allocated.
• Oversee and ensure effective store delivery systems are in place, and ensure goods movement is properly documented, reconciled, and reported.
• Prepare monthly stock count certificate and present it for approval
• Ensure all lost, damaged, sold, stolen (or other) items are properly recorded with an approved Disposal of Assets form. Ensure any necessary, supplement documentation is complete
• Conduct quarterly verification of all assets to ensure consistency with information in the database
• Ensure Proper disposal of obsolete or broken equipment as per GiveDirectly regulations

Office security and maintenance

• Supervise Office Assistant to ensure an orderly and comfortable office environment.
• Oversee steady-state office upkeep, including liaising with the landlord for maintenance fixes and grounds keeping.
  
• Serve as security focal point for the field office, update and implement security policies appropriate for the local context.
• Ensure that outsourced guards are deployed at all offices
• Train the outsourced security guards on GiveDirectly’s  Security Standard Operating Procedures and ensure staff and visitors follow office entry procedures.
• Submit regular security reports to Supervisor on occurring incidents and any security issues/concerns.

Misc. logistics/admin support

• Manage mobile-money / petty-cash accounts and track expenditures in an organized, detailed, and verifiable manner
• Remit miscellaneous payments to vendors and staff as necessary
• Assist with ad hoc logistical tasks to ensure smooth running of office functions and team events (retreat set-up, internet breaks, etc.)
• Oversee coordination for high-priority visitors
• Provide management team with personal travel and admin support;

 Supervisory Responsibilities

• Supervise the Administrative Assistant, Office Chef, and Office cleaner.

Desired Qualifications:

Knowledge and Experience.

• Bachelor’s Degree in Procurement and Supply Chain Management, Business Administration, or related & Equivalent field
• Five years of experience in administrative and procurement management, in the NGO sectors with strong organizational skills.
• Ability to interact effectively with international and national personnel, and adaptability to unanticipated circumstances.
• Good working knowledge of IT tools (related software, phone, email, the internet) and computer applications (e.g., MS Word and Excel, G-suite )
• Exceptional emotional intelligence and a demonstrated ability to work cross-culturally and cross-functionally
• Exceptional organizational skills and attention to detail 
• Exceptional communication skills, including the ability to navigate challenging office management situations that involve complex interpersonal dynamics
• Strong ownership mindset and ability to work in a self-directed manner
• Comfortable operating in a culture of direct, candid feedback
• Excellent English oral and written skills and a high level of service orientation. Willingness to upskill as required by the tasks to be performed. Willingness to travel within Mozambique.

Success Factors:

• • A clear understanding of  Procurement, office management, Inventory, and assets management ethics.
  • Willingness and ability to enforce compliance with  GiveDirectly and donor policies and procedures.
  • The ability to interact effectively with international and national staff members is required.
  • A demonstrated ability to work quickly and accurately, meet deadlines, and process information in support of program activities.
  • Alignment with GiveDirectly Values and active demonstration of our core competencies: emotional intelligence, problem solving, project management, follow-through, and fostering inclusivity. 

We welcome and strongly encourage applications from candidates who have personal or professional experience in the low-income and/or historically marginalized communities that we serve.

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