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17-525: Procurement Improvement Project Manager
Country:Global
Department:Logistics
  
Essential Job Duties/Scope of Work:

The Procurement Improvement Project Manager (PIPM) is responsible for the design, coordination, implementation and outcomes of the global procurement improvement project with anticipated impact on procurement reliability, value for money, fraud reduction and compliance at the country level.

 

In close collaboration with the Global Logistics & Supply Chain team members, the post holder will be specifically responsible for:

   - Project planning; Technical design, acquisition of resources, project communication

   - Effective project implementation; optimum project resources scheduling

   - Project monitoring & reporting

 

The post holder:

   - Reports to the Global Supply Chain Manager with synergies with The Processes Capability and Performance Manager and Head of Global Procurement.

   - Manages staff seconded to the project during the project period.

   - Is expected to deploy extensively during the project duration

Qualifications:
  • Project management:
    • Responsible for the overall management of the project. Maintains project work plan, staff planning, and budget. Track and communicate project progress through monthly reporting.
    • Manage 3 project teams; hire and manage project-specific personnel, develop scope of work, liaise with relevant managers to second regional and desk staff to the project.
    • Work with relevant HQ departments and country programs for budget management and funding mobilization.
    • Liaise with country management teams to schedule project team deployment and mobilization of country resources. Feeds into the different communication tools (i.e. SCE newsletter) to communicate on project progress.
    • Liaise with relevant GL&SC SMEs to develop and maintain project implementation methodology and technical resources; monitor harmonized project implementation adapted to country-context.

       

  • Country (desk) Procurement Assessment:

    Coordinate the implementation of multiple country assessments to determine country procurement profile, procurement compliance, procurement capacity and planning capacity to inform country deployment strategy.

    • Compliance desk surveys: review and gap-analysis resulting from: internal audit reports, regional compliance reports, regional finance analysis, country logistics reports, and inspection reports.
    • Procurement capacity desk analysis: review of organizational structure, training records and tests results, survey monkey results,
    • Procurement profile: review procurement plans, procurement tracking sheet, procurement dashboard, supply chain key performance indicators, vendor catalogue, analyze budgets, pipelines and posted expenditures to determine procurement profile and deployment focus/prioritization.
    • Planning capacity: Analyze existing country supply chain sourcing strategy, existing BPAs and service Level agreements, procurement planning and procurement execution review processes, anticipated project awards and related procurement budgets.
    • Each country assessment must be documented and feed the design of country specific action plan including Scope of Work, Workplan, Budget, Staff mobilization plan, deployment plan. Plans are presented to Country Management, Global Logistics & Supply Chain and Operations management for review and sign off prior to deployment.

       

  • Project implementation:

Develop and maintain project workplan to ensure optimized use of staff resources, maximized impact and largest number of countries impacted.

 

Coordinate the implementation of country specific deployment plans. Each plan includes activities selected based on country assessment. Activities are grouped in blocks. Each block should be considered separately during country deployment.

  • Procurement strategy: Support the development of sourcing strategy,set Service Level Agreements (per category,frequency/timing of PR submission, procurement update meetings, Procurement planning /review session…); kick off and lead initial procurement update/planning meetings. Set up relevant Key Performance Indicators baseline & improvement targets including reporting mechanism.
  • Staff capacity and organization: Review country procurement staffing structure, capacity and management systems. Work with country management for adjustments to meet adequate procurement performance. Deliver trainings to procurement and non-procurement staff. Work with management for staff-specific capability & skills development plans.
  • Item Catalogue: work with HQ and in-country technical teams to develop a country-preferred item catalogue, linked to online item catalogue.
  • Market survey: Select most frequent or projected categories of supplies, conduct market surrey, visit, register and pre-qualify suppliers.
  • Blanket Purchase Agreements: Work with project teams to select and set anticipated volumes for most frequent supplies to tender for. Oversee and manage tendering process and contract award in collaboration with country management team. Support contracting and train country team in use of work orders. Set up payment / Work order reconciliation and Not to Exceed Amount tracking processes.
  • Procurement compliance: Conduct procurement inspection verification, conduct procurement checks and systematically oversee procurement files >$20,000 during deployment. Deliver tailored capacity building elements and monitor improvements.
  • External coordination: Review existing inter-NGO in-country procurement coordination mechanisms and information exchanged. If not available, work with other NGOs in-country procurement counterparts to initiate mechanism; leverage IAPG & Log Cluster linkages where available
  • LMIS Purchase order: Work with procurement teams to shift from xls PO to LMIS generated Purchase orders linked to item catalogue.
  • Procurement Improvement Plan: Upon completion of the country deployment, deliver a country-specific improvement plan. The team deployed will monitor & remotely support implementation during upcoming 3-month period and deliver an assessment on improvements achieved at the end of this period and the overall intervention
  • Sustainability: Ensure capability building of the country procurement team to maintain and sustain high performance procurement department standards. Ensure involvement & engagement of Regional Logistics Team in the project to develop regional capability to support country teams in achieving and maintaining high performance procurement department performance.

     

    Monitoring:

    The Procurement Improvement Manager will coordinate project teams to deliver 3-month support to country teams and facilitate full implementation of procurement improvement plan.

  • Collect monthly KPIs and demonstrate improvements made by countries.
  • Monitor effective use of work orders, SLAs, procurement routines.
  • Ensure planning and replication of market surveys, tracking of NTE amounts.
  • Monitor hiring of recommended personnel and effective performance management.

 

Handover to Regional Logistics coordination structure upon completion of the monitoring phase.

 

 

As with all management positions, the role holder will be expected to demonstrate flexibility to take on additional responsibilities as mutually agreed.