Logistics and Procurement Assistant

Description

• Major Functions of this position: Render logistic and procurement support to the whole organization, assist in all activities for efficient administration tasks and procurement of goods and services
• Under the supervision of the Senior Procurement & Operations Officer, the Logistics and Procurement Assistant will take responsibility of the Procurement and Logistical management functions of Mozambique Country Office (MCO) and all Programs under MCO. He/ She will be responsible for assisting the Senior Procurements & Operation officer in execution, implementing and managing the overall procurement and related functions for WWF Mozambique. He /she will also liaise with the Field Office to ensure effective coordination of Procurement standards and Implementation of WWF policies and procedures across all MCO and its programs

Duties

Procurements

• Assist with the preparation of request for quotation, initiations to bid, requests for proposal and co-ordination of their timely dispatch by email or dispatch
• Assist the Senior Procurements & Operations Officer in maintaining current up to date procurement documents and manuals
• Review requisitions for completeness and accuracy; follow up on discrepancies with the initiating department and identify available suppliers from the list of preferred supplier for each requisitioned item
• Routing copying and circulation of quotes, bids and proposals for evaluation
• Researching pricing obtaining quotes locally/internationally on low value items
• In liaison with the Senior Procurements & Operations Officer assist in coordination with the selected bidder to ensure completion of all procurement process including bid security, contract award notice and that contract documents are distributed accordingly
• Coordinate with the Requestor and make sure the right information is filled in the purchase requisition and right material details are filled
• Provide purchased materials to the responsible receiving office and do all actions for completing the process
• Receive the approved quotation analysis by Senior Procurements & Operations Officer create a Purchase Order
• Maintain and manage all procurement documents for records and Audit purpose
• In coordination with Senior Procurements & Operations Officer establishes and maintains procurement plan and ensures timely delivery of goods and services
• Assists the Senior Procurements & Operations Officer on preparation of variety of reports, correspondence, and documents (e.g. purchase orders, quotation analysis and amendments) on procurement-related matters
• Identifies and aligns with the core values of the WWF organization: Courage, Integrity, Respect & Collaboration
• Any other duties provided by the superiors/line manager

Logistics

• Assist on planning meetings and workshops
• Support Administration on perdiems preparation, accommodation, flight booking and transfer
• Provide assistance in planning and managing logistics for meetings and other national workshops
• Organize support documentations and fill payment requests
• Conduct market research for hotels, car rental and travel agencies

Requisites

• At least a Bachelor’s degree in Supply chain management, Procurement and logistics, Finance or Business Administration
• Minimum of 2 year’s professional experience in procurement, supplies and logistics ideally with experience working with government and NGOs
• Previous work experience with international organizations involved in environmental and/or community issues
• Proven ability in supply chain management and logistics
• Excellent written and oral communication skills
• Fluency in English and Portuguese Languages
• Good Computer knowledge
• Required Skills and Competencies:
• Strong Planning and organizational skills
• Proven interpersonal skills, including the ability to develop and maintain strong relationships at all levels within WWF and other external stakeholder
• Ability to work within a multicultural environment
• Dynamic, responsive disposition
• Open, adaptable, team spirit
• Ability to work under pressure
• Adherence to WWF’s values, which are: Integrity, Collaboration, Courage and Respect

Notes

• Only shortlisted applicants will be contacted
• Mission of the Department: Ensure that Operation & Logistics support is in line with the WWF Mozambique conservation Strategy
• Provide quality and enhanced support to the project implementation teams, making the best use of existing in-house operational capacity
• Working Relationships:
• Internal: Interacts with all WWF Mozambique staff on a daily basis
• External: Liaises with service providers, partners and relevant stakeholders