Position: Head of Procurement and Logistics
Term:Full-time (100% workload)
Location: Yerevan
Starting date: ASAP
Duration: 1 year (with possible extension)
Reports to:Head of Systems and Operations
Head of Procurement and Logistics will be responsible for ensuring efficient logistics and procurement processes in line with People in Need Armenia established policies and guidelines.
Requirements
Procurement:
- Oversees and manages procurement of goods/services project-related as well as office -related daily consumables and supplies, implementing centralized procurement system, following all relevant donor and People in Need’s guidelines and procedures
- Ensures timely procurement of goods and services in a safe and cost-effective manner, facilitated by efficient planning
- Maintains negotiations with local suppliers and keeps the track of supplier’s database
- Holds tender committees according to the People in Need procurement standards
- Ensures that all transactions pertaining to receiving, dispatching and distributing goods are accurately captured in the stock system and all the documentation archived accordingly
- Is responsible for asset management including but not limited to registering, update status of all assets, tracks the movements of the assets by assigning and changing responsible persons, prints and makes sign asset handover forms, conducts yearly asset inventories.
- Manages maintaining of purchase requisition forms (PRF) tracking table in the organization internal system
- Ensures invoices received through e-invoicing system are submitted to Finance for further payment
- Ensures close coordination with People in Need HQ security department to ensure the safety and security of People in Need offices
Logistics:
- Leads the development of PIN Armenia logistics strategy and ensures its timely implementation
- Oversees the overall operations of the logistics department, including compound management, transportation of goods, procurement and supply chain management, assets management and administration, across all field offices of PIN Armenia
- Oversees logistics budgets, improves and contributes to planning of logistics needs for current and new projects
- On the basis of logistics budgets, ensures effective and efficient use of funds, and provides feedback/suggestions to the Senior Management Team
- Coordinates closely with Logistics and Procurement staff to ensure standardization of processes and procedures for logistics for PIN Armenia
- Reviews the ongoing systems/procedures and suggest improvements
- Ensures compliance of logistic operations with PIN and donor rules and guidelines
- Ensures effective management of the fleet and transportation roots, taking into account security and safety during the travels
- Ensures the provision of logistic support needed during the implementation of the project activities
- Ensures the effective management of the offices and warehouses operations, including the safety and security of the premises.
- Be responsible for asset management including but not limited to registering, updating status of all assets, tracking the movements of the assets by assigning and changing responsible persons, printing and making sign asset handover forms, conducting yearly asset inventories
- Ensures PIN IT equipment smooth operations in close cooperation with IT service provider
- Serves as technical adviser for all logistics tasks related to project implementation
- Ensures appropriate logistics training to Project Managers and coordinate regularly to stay up-to-date on the status of each projects
- Develops and maintains good network of contacts to facilitates emergency responses.
Required qualifications and skills
- University degree preferably in Finance, Accounting, or related fields
- At least 5 years of logistics amp; procurement management experience
- PC proficiency (Outlook, MS Office)
- Excellent in English and Armenian, fluency in Russian will be viewed as an advantage
- Attention to details and ability to remain calm under pressure
- Ability to plan own tasks, and excellent time management skills
- Good communication (spoken and written) skills, including ability to explain and present complex information and prepare written documents
- Teamworking skills: good interpersonal skills and ability to establish and maintain effective working relations with people in multi-cultural, multi-ethnic environment with sensitivity and respect for diversity
Benefits
What we offer: