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GOAL HAITI
GOAL became operational in Haiti in response to the earthquake of 12th January, earlier this month. The GOAL team, which consists of engineers, logisticians and health professionals, has experience of working in disaster situations across the Developing World, such as the tsunami in South-East Asia in 2004 and the East Asia earthquake in 2005.
GOAL is developing programmes in shelter/construction, NFI distribution, watsan and health.
OBJECTIVE OF THE POSITION
To manage all procurement for the Haiti programme.
DESCRIPTION OF THE RESPONSIBILITIES/ACTIVITIES
1) Assure that procurement is integrated in the overall programme planning.
2) Assisting in staffing and supervision of national logistic project personnel (excluding administrative procedures)
3) Receive quotation requests from the GOAL programmes in Haiti and provide info as requested.
4) Where requested, advice team members on the required detail of order specifications.
5) Receive orders from the Haiti programme, check that order has been correctly filled, that quantity/specification is possible, that coding that has been provided and that order has been properly authorised.
6) Acknowledge orders, where possible providing initial feedback on rough costing and delivery times.
7) Assist Area Coordinators in developing procurement plans to ensure budget spending within the timeframe.
8) Manage Procurement Officers, distributing tasks between them according to specialist areas, monitoring performance and providing ongoing training in roles and procedures.
9) Communicate with field sites & logistics department in HQ Dublin on status of orders through tracking lists;
10) Ensure payment is made promptly and that Finance receive all necessary documentation;
11) Perform regional procurement, developing supplier contacts in regional procurement centres and maintaining relationships with logisticians in other GOAL offices.
12) Be familiar with customs procedures and the INCOTERMS 2000.
13) Run international and national tenders for high value procurement, in line with GOAL Logistics Manual procedures and the procurement rules of the donor.
14) Develop excellent knowledge of donor rules and ensure all GOAL procurement complies. Develop excellent knowledge of GOAL procurement procedures.
15) Coordinate international procurement and orders with GOAL international procurement staff in Dublin;
16) Organise regular surveys of local market and ensure Vendor Roster and other supplier information is kept up-to-date;
17) Maintain costings data to enable budget holders to have ready and easy access to prices for budget formulation
18) Maintaining contact with other NGO's, local and international suppliers with respect to procurement.
19) Human Resources Management, including:
• Assisting in staffing and supervision of procurement personnel (excluding administrative procedures) in Haiti and Dominican Republic.
• Provide briefings on procurement to all personnel.
• Develop Job descriptions for national personnel.
Special Projects
Apart from daily activities and deliverables the procurement department within GOAL Haiti is also in need of defining and implementing procedures and systems that will facilitate us to work efficiently and to improve the quality of our work and be donor compliant.
1) Authorization levels and procedures
- Gather and analyze all the paperwork that is already there
- Written procedure on the ‘signature cycle’ (who signs for what purpose and which amount)
- Simplify and minimize the paperwork where possible (should be possible after supplier contracts are put in place)
- Adapt the standard forms to facilitate the procedure
2) Supplier contracts and pricelists
- Perform tenders for our big order quantities > redefine further
- Make 6 months agreements with selected suppliers
- For smaller order quantities select preferred suppliers in Haiti and the Dominican Republic
3) Planning 2010
- Make a procurement plan based upon the program management plans (PMP’S)
4) Professionalize delivery
- Write a ‘Service Level Agreement’ with objectives and delivery timelines for the procurement department
- Write procedures of the complete procurement cycle, the different steps and roles and responsibilities
- Define and describe liaison with other departments, cargo and transport, storage etc
- Monitoring tool for everyone (tracking sheet updated and properly implemented and used by everyone)
REQUIREMENTS
- At least 1 year experience managing procurement with an international NGO preferably in emergency situations.
- At least one year’s experience of international procurement
- Knowledge of nature of items required by NGOs
- Ability to cultivate supplier contacts and negotiate to elicit best possible value for GOAL.
- Ability to work fast and accurately under intense pressure.
- Ability to multi-task and meet deadliness
- Proven management ability to lead, motivate and develop staff.
- Skills in training and capacity building of national staff and partners.
- Experience of managing security an advantage.
- Flexibility to adapt to changing requirements and the flexibility to be assigned to various different roles as the need arises in the changing emergency context.
- A willingness to accept basic living conditions.
- Fluent French, Kreyol or Spanish is an advantage.
- Ability to work under pressure, managing a varied workload.
- Strong IT skills, particularly Microsoft Excel.
This Job
Description only serves as a guide for the position available.
GOAL reserves the right to change this document. |
