Administration and Procurement Officer
Coordinate procurement processes, fleet management, and ensure compliance with regulations.
Overview
Coordinate procurement processes, fleet management, and ensure compliance with regulations.
You have:
- At least 5 years of experience in procurement management.
- Knowledge of VFT rules and regulations for purchases.
- Experience in fleet management and compliance with statutory laws.
- Strong communication skills to update various stakeholders.
- Ability to prepare and present reports to management.
- Familiarity with OSHA compliance requirements.
With 75 years of experience, our focus is on helping the most vulnerable children overcome poverty and experience fullness of life. We help children of all backgrounds, even in the most dangerous places, inspired by our Christian faith.
Come join our 31,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!
Employee Contract Type:
Local - Fixed Term Employee (Fixed Term)Job Description:
Procurement (35%)
- Coordinating the negotiations with suppliers through the procurement committee in place.
- Technical support the tender committee and act as secretary to procurement committee.
- Developing and issuing requests for proposals
- Completing a purchase request process in respect of agreed timeline.
- Managing relationships with suppliers
- Managing relationships with staff during the procurement process.
- Knowing and applying VFT rules and regulations for any purchases
- Developing Annual procurements plans in alignment with departments, ensure compliance and standard process.
- Prepare procurements reports and tracking tools to senior management team.
- Identifying fraud red flags and immediately escalating them to the appropriate person or unit.
- Leading Market Analyses and with the procurement committee, identifying the value for money for all goods & services procurement.
· Fleet Management and OSHA (35%)
o Management of fleet and its compliances (Training, ensuring that all statutory laws are followed by staff, i.e. Speeding laws, Driver's permits etc).
o Facilitate the head office staff trips after the proper approvals according to the travel plans
o Fleet management system and producing reports on any lapses by drivers
- Build strong partnerships with all fleet partners in ensuring that services of vehicles and motorbikes provided are satisfying the transportation and equipment needs
- Promote stewardship by ensuring custody of all VFT motor vehicles/cycles spare parts and lubricants, fuel coupons and all fleet items using Fuel and repairs tracking tool.
- Enforce internal controls by observing all fleet policies and procedures in the course of business transactions.
- Organize, supervise filing and file variety of fleet documents (vehicles & motorbikes documents, fuel and repair reports, vehicles’ inspections, vehicles’ transfer, used logbooks and others)
- Develop and submit reports for fuel and repair costs tracking and analysis management.
o Work with all other drivers to ensure safety for all fleet and organizational assets and proper functioning of GPS.
o Ensure Staff Safety (OSHA and staff welfare) are adhered to.
o Arranging all documentations and filing important documents such as OSHA compliances.
o Supervise all first aiders around the business centers, and ensure they have valid certificates
o Coordinate with the OSHA head office to ensure that all necessary steps for obtaining compliance certificates are completed annually for each business center.
o Ensure that all business centers possess valid business licenses in accordance with the country's regulations and laws, and that license renewals are completed in a timely manner.
Communication and Reporting (30%)
- Share Requisition Update in Weekly bases to SMT
- Update Suppliers list and share with SMT on yearly base
- Organize tender meeting and ensure timetables and meeting timelines are shared effectively.
- Prepare Tender committee minutes and share to the committee.
- Prepare procurement documentations for tender committee reviews.
- Produce the monthly procurement and disposal report and share to supervisor
Applicant Types Accepted:
Local Applicants Only
Potential interview questions
| Can you provide an example of a successful negotiation you've led in the past? | This assesses your negotiation skills and effectiveness in procurement. | Discuss a specific instance where you achieved favorable terms. |
| How do you prioritize your tasks during a busy procurement cycle? | This explores your time management and organizational skills. | Pro members can see the explanation. |
| Describe a challenge you've faced in fleet management and how you overcame it. | Pro members can see the explanation. | Pro members can see the explanation. |
| What steps do you take to ensure compliance with procurement regulations? | Pro members can see the explanation. | Pro members can see the explanation. |
| How do you maintain relationships with suppliers during high-pressure situations? | Pro members can see the explanation. | Pro members can see the explanation. |
| Can you share an example of how you’ve identified fraud in procurement? | Pro members can see the explanation. | Pro members can see the explanation. |
| How do you communicate updates to senior management effectively? | Pro members can see the explanation. | Pro members can see the explanation. |
| What measures do you take to ensure safety compliance in fleet operations? | Pro members can see the explanation. | Pro members can see the explanation. |
Added 5 hours ago
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Updated 5 hours ago
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Source:
wvi.org
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