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Procurement:

• The Procurement & Logistics Assistant will support the projects at the respective the field office in the management of purchasing and logistical needs including but not limited to the processes of procurement, fleet, stock, oversight of asset management and inventory control in compliance with Welthungerhilfe Policies.
• Prepare and issue Request for Quotations and bidding documents for assigned procurements per the set threshold requirements for procurement transactions processed at the field office.
• Effectively negotiate with suppliers on a wide variety of commodities and services for the best overall value to the projects in the region.
• Understand and ensure compliance with national legal guidelines, contracting principles, sourcing and price/cost analysis requirements while upholding Welthungerhilfe regulations and donor regulations in all processes.
• Be a member of the evaluation committee for all procurements processed at Teso project office prepare and submit bid evaluation reports.
• Support with maintaining proper records for all the procurements handled at Teso project office both in soft and hard copies files.
• Maintaining an updated Supplier and contracts database for Teso location.
• Prepare and submit to Finance completed transaction files to facilitate payment of service providers in compliance with the set regulations.
• Manage the existing framework agreements and LTAs in the region.
• Support with providing information on WHH compliance procedures to vendors, support their registration in the e-Tender Portal and providing continuous feedback on what is required.
• Give timely updates to the Heads of Projects and the Head of Logistics about progress of the logistics activities in process at the field office.
• Regularly meet with the program team to organize, plan deliveries, distribution and anticipate needs and challenges.
• Archive logistics files related to procurement, fleet, premises warehouse and assets compliance with WHH standards.

Assets and Inventory Management:

• Support with property management and inventory control, reports, reconciliations for both expendables and non-expendables for the location.
• Support with asset allocation, inventory reconciliation and maintain an updated asset and inventory records for all projects managed at the field location.
• Monitor and facilitate repair orders and keep records of repair history in the system.
• Ensure timely reporting on stock status and plan stock replenishments for each project
• Ensure that equipment and machine used by team members under are well maintained and in good condition.

Fleet and Travel Management:

• Support with managing the allocation and daily availability of vehicle(s) in the location to support project activities. Ensure vehicles are equipped with tools, insurance stickers logbooks, functioning seatbelts, adherence to speed limits, vehicle booking process and movement monitoring system etc. and follow-up on technical check-ups and maintenance.
• Ensure fleet wave data entry for maintenance, trips and fuel is done timely, Check data errors and ensure timely correction.
• Support with organization of transport and accommodation for visitors – in charge of hotel reservations in the location.
• Prepare fleet management report as and when needed.

Administration

• Maintain up-to-date personnel files (digital and physical) ensuring confidentiality and compliance.
• Assist with the issuance of employment contracts, amendments and termination notices.
• Monitor staff leave and attendance records; provide monthly updates to payroll.
• Support Organize staff orientation, training and development initiatives in collaboration with CO HR.
• Support the implementation of staff welfare and well-being initiatives.
• Oversee day-to-day office administration, including office supplies, utilities and maintenance services.
• Support the management of office leases, contracts and service providers.
• Maintain an efficient filing and document management system for administrative records.
• Supervise administrative and support staff (e.g. cleaners, gardener).
• Ensure health, safety and security procedures are adhered to in the workplace.
• Preparing payroll as agreed with the line manager.
• Coordinating office meetings, staff retreats and other staff events.
• Managing staff exits.