Logistics and Procurement Coordinator

POSITION TITLE: Logistics and Procurement Coordinator
COUNTRY PROGRAM: Liberia
RESPONSIBLE TO: Country Director
SUPERVISORY CAPACITY: Local Logistics and Procurement Staff
DATE: February 2015
STATUS: Full Time Temporary
START DATE: mid-February 2015
END DATE: April 30, 2015

COUNTRY PROGRAM MISSION:
ARC re-started operations in Liberia in 2014 based on a request from OFDA to provide clinical services and manage/maintain an Ebola Treatment Unit (ETU) located in Fishtown River Gee County. Previously, ARC had worked in Liberia during the civil crisis with a focus on refugees and internally displaced persons.

ARC’s Ebola Response is very specific. OFDA’s support is specifically for the ETU and in River Gee. In the beginning it was expected that there would be so many EVD cases that there would be no opportunity or capacity to do any other development work. This has not turned out to be the case. There are few cases in the country and no cases in River Gee for well over 100 days. So now ARC can extend its framework of operations.

At the same time, ARC is obligated to maintain the capacity to provide clinical services and manage the ETU. Consequently, ARC will have two elements to its program a) the ETU and b) the programs that are “outside” of the ETU.

PRIMARY PURPOSE OF THE POSITION:
The Logistics and Procurement Coordinator (LPC) will be based in Monrovia and will manage logistics, supply chain, and transportation of materials, services, and personnel, working with Monrovia, Fish Town, and internationally. The LPC will work with the Operations Manager to ensure that all procurement is conducted in accordance with ARC logistics and procurement policies and procedures, relevant donor requirements, and in the spirit of obtaining best Value for Money (VFM). The LPC will travel to Fish Town as needed to support the logistics section.

MAJOR AREAS OF ACCOUNTABILITY:

Procurement:
• Ensure that all procurement procedures in Liberia are implemented and effectively followed in compliance with the ARC Logistics Manual and relevant donor requirements;
• Manage the procurement team, monitoring performance and providing on-going training. Follow up orders awaiting approvals;
• Check and approve procurement paperwork, and ensure all required documents are filed as required;
• Ensure that the Anti-Terrorist Checks (ATC) file is completed;
• Organize regular local market surveys and update the Vendor Roster Maintain costing data to enable budget holders have easy access to prices for budget formulation;
• Assist Logistics Manager to address issues related to procurement procedures that arise from internal audits and reviews;

Order Management:
• Liaise with Logistics Assistant to ensure that the Order Tracking Sheet (OTS) is accurately updated on a daily basis, and circulated to all budget holders on a weekly basis;
• Ensure any delays in procurement are communicated to the stakeholders as soon as possible
• Communicate to all relevant staff on orders awaiting approvals to ensure they do not get delayed
• Communicate to budget holders when supplies are available and any overstock in storage.

Finance & Procurement:
• Ensure Payment Request Forms (PRF) are raised promptly after delivery of supplies or completion of services;
• Check PRFs and ensure attached procurement files are correctly completed, before submitting to finance for payment.

Human Resource Management:
• Manage performance evaluation for procurement personnel
• Provide procurement systems training and briefings to new starters, staff and partners

EDUCATION, TECHNICAL SKILLS & KNOWLEDGE REQUIRED:

• Bachelor’s in Business Administration or any other related field
• Minimum 3 years of relevant work experience in areas such as procurement, logistics, office/business administration;
• Minimum 2 years of previous work experience with an NGO, preferably in West Africa.
• Strong operational, analytical and management skills.
• Strong organizational, interpersonal, and communication skills.
• Ability to understand and implement organizational and donor policies.
• Experience working with various donors’ administrative policies and procedures is required
• Computer proficiency in Word, Excel, PowerPoint and Access.
• Willingness and ability to work in insecure environment and adhere to ARC security policies

KEY BEHAVIORS & ABILITIES

• Ability to work well under unstable security environments, and administrative and programmatic pressures.
• Demonstrated ability and flexibility to adapt to changing requirements.
• Ability to work independently in a rapidly changing professional environment
• Ability to multi-task, prioritize and meet tight deadlines
• Ability to manage multiple priorities with minimal supervision.

HOW TO APPLY:

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