Senior Operations & Procurement Officer

Duties

• Lead for the Operations & Procurement functions of WWF Mozambique Country Office (MCO) and other programs under MCO under the supervision of the Finance & Administration Manager
• Manage operational/administrative activities undertaken in the office including the management of the office and sub offices, procurement and logistics, the management of the various service contracts and commitments
• Advise the technical managers and provide, if necessary, practical training to staff on administrative and procurement policies and procedures

Administration and logistics (50%)

• Provide overall guidance and leadership in the procurement & operations department
• In liaison with the Finance & Administration Manager, develop and implement appropriate administrative systems, policies, procedures and regulations that will effectively support conservation delivery in the office
• Work with MCO IT officer to ensure all IT matters are well addressed in all offices
• Supervise and monitor all aspects of administrative and logistical activities based on WWF policies, procedures and system requirements
• Manage Insurances for motor vehicles and other fixed assets in liaison with Insurance firms
• Maintain MCO inventory and fixed assets, ensuring that all WWF assets are properly safeguarded, insured and tracked , and coordinate timely disposal of old and obsolete office equipment and assets, as per guidelines on disposal
• Manage and coordinate the use of organizational vehicles, motorbikes and boats according to WWF’s use regulations including regular review of logbooks, maintenance schedules, accident reports and repairs, and coordinate preparation of monthly reports of vehicle reports, which includes costs as fuel, repair and maintenance
• Maintain proper record keeping in regard to billings, service contracts and ensure that queries/anomalies are dealt with
• Assist in building the capacity of the Operations and Procurement team in terms of planning, coordination and management skills
• Prepare monthly operations reports and submit to the Finance & Administration Manager for management use

Procurement of goods and services (50%)

• Consolidate and review procurement plan and ensure the respect of rules and procedures in WWF MCO in accordance with specific donor requirements, budget and control of resources of the procuring unit
• Ensure the update of procurement policies and procedures within WWF Mozambique based on updates as well as changes in the laws and regulations in force in Mozambique
• In coordination with the Finance & Administration Manager, adapt procurement & operation policies and evaluate all procurement & operation requirements and recommend the most appropriate procedures
• Establish and communicate purchasing policies and guidelines that effectively balance administrative burden, cost savings and risk/ability
• Be responsible for tracking progress in reaching procurement related goals/objectives and deliverables
• Support the functioning of the Procurement Committee and Evaluation teams including supervising and guiding with procurement processes such as the development and monitoring of procurement plans, procurement processes for Goods and Services incl. advertisements, tender procedures, evaluation of bids, preparation and review of contracts, monitoring and evaluation of services provided, final inspections and approval of service delivery including required documentation
• Help ensure timely, accurate and appropriate reporting of procurement activities and results to the management as necessary
• Ensure that the procurement systems are regularly reviewed and updated to ensure optimal functioning of the procurement section
• Prepare monthly procurement reports and submit to the Finance & Administration Manager for Management use
• Ensure timely procurement based on purchase requests received from user departments and provide regular updates as stipulated in WWF SLA
• Provide assistance to field offices to ensure compliance with procurement procedures; Conduct field visits to partners and WWF field offices to ensure that the appropriate procurement procedures were followed
• Follow-up on the recommendations of the internal/external auditors for procurement issues
• Any other duties provided by the superior’s/line manager

Requisites

• At least a Bachelor/Master degree in Supplies Procurement Management or related field
• Knowledge of contract management, drafting contracts and other key procurement related documentation and managing office administrative tasks
• Minimum of 5 year’s professional experience in procurement, supplies and logistics ideally with experience working with government and NGOs
• Excellent written and oral Portuguese and English communication skills
• 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
• High level of professionalism, maturity and integrity when dealing with sensitive information and issues
• High degree of accountability
• Ability to work under pressure
• Adherence to WWF’s values, which are: Respect, Collaboration, Integrity and Courage

Notes

• Only shortlisted applicants will be contacted
• The World Wide Fund for Nature (WWF) is one of the largest independent conservation organizations in the world. Our mission is to stop environmental degradation in the world and build a future where people live in harmony with nature. Active in almost 100 countries, we have been working in Mozambique for more than 20 years. With a vision of a prosperous Mozambique built on thriving ecosystems and good environmental citizenship, the Country Office is implementing a 10-year strategy (2020-30) whose goal is for WWF to influence and ensure sound management and responsible stewardship and use of Mozambique’s unique biodiversity for the benefit of present and future generations. The strategy is anchored around three pillars: i) inclusive conservation of habitats and species; ii) sustainable and equitable livelihoods; and iii) greening the footprint of economic development
• We are looking for a dynamic, inspirational and committed Senior Operations & Procurement Officer to lead operations and procurement support in line with the WWF Mozambique Integrated Conservation Strategy. He/she will provide quality and enhanced support to the project implementation teams, making the best use of existing in-house operational capacity
• Internal: Interacts with all WWF Mozambique staff on a daily basis
• External: Liaises with service providers, partners and relevant stakeholders