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Procurement and Inventory Manager

Posted 7 months ago by Mines Advisory Group (MAG)
Location Erbil Job Type Permanent
Salary Sector NGO
Overall purpose of the job
Ensure that all procurement and inventory management activities in MAG Iraq are carried out in line with MAG policies and procedures, donor requirements and INGO best practice, maintaining appropriate controls and accountability and ensuring best value for MAG

Reporting structure
The Procurement and Inventory Manager to Senior Procurement and Inventory Manager. However, the incumbent
may require some guidance from other MAG departments.

Detailed Responsibilities
  • Lead with the Senior Procurement and Inventory Manager the adoption by the Iraq programme of the new MAG Procurement Policy and handbook as global per roll out schedule agreed with Global Logistics team and programme Senior Management Team. Ensure that MAG’s logistics and procurement policies, procedures and guidelines are known, implemented and adhered to, and work with the SPIM on local adaptations to increase efficiency and transparency
  • Lead finalisation of an end-to-end Supply taxonomy, leading standardisation of procurement needs, denomination and specifications across all procurement and logistics activities
  • Support the SPIM in the development of a country Procurement Strategy, setting which procedure will be used for each of the identified market categories and sub-categories and support on the processes when requested
  • With the support of the SPIM, work on consolidating procurement plans across different projects and bases, enabling consolidation of purchases, reducing spot-buy and reducing small transactions involving suppliers’ selection
  • Provide a monthly report of procurement activities and achievements across locations, escalate challenges to the SPIM
  • Lead the Centralised and De-Centralised Procurement Purchasing activities for MAG Iraq to implement identified Procurement Strategy by management of the resulting framework agreements and contracts both at centralised and de-decentralised levels fulfilling most of the procurement needs across all ongoing projects
  • Lead on the new Procurement tracking mechanism in place which includes, in addition to procurement tracking, supplier database management and contracts management, keep it updated at all times and share with the SPIM and other stakeholders on a regular basis.
  • Support dissemination of best practices and enforcement of MAG key policies across suppliers including safeguarding, anti-corruption, anti-bribery policy, anti-human trafficking and anti-slavery.
  • Ensure relevant licences and permissions are sought were required for the procurement and use of sensitive equipment when delegated the SPIM.
  • Coordinate with HQ procurement team on all items needing to be purchased internationally, to ensure the shortest possible procurement processing time, customs clearance/import/export/tax exemptions approvals from local authorities are in place whenever needed
 
Inventory Management
  • Lead on the setup and implementation of the standardised country-level inventory management system developed across all locations
  • Work with all key stakeholders to standardise all operational and support needs in terms of equipment and consumables across locations and produce standard lists of items linked up with procurement categories and sub-categories.
  • Identify, set and monitor flexible minimum and maximum stock levels for all items by analysing consumption patterns across locations taking into consideration usage patterns and replenishment time to ensure a pro-active automatic replenishment mechanism is in place
  • Keep inventory sheets across all locations standardised, up to date, consolidated at country level, shared weekly/bi-weekly with relevant stakeholders to monitor the inventory flows and levels to avoid out of stock and overstocking situations
  • Monthly reporting and analysis on inventory management for all locations
Asset Management
  • Ensure assets are tracked, maintained, serviced and/or disposed of in line with MAG and donor policies keeping the programme asset register accurate and up to date
  • Performs asset spot checks activities in all locations
  • Conduct full asset inventory exercise at least once a year
  • Monthly reporting and sharing of the asset register
 
Management, Training, Communication and Networking
  • Manage the Logistic officers, oversee the management of Logistics assistants and storemen, ensuring that they are well-equipped to carry out the tasks assigned to them, ensuring compliance, proper use of standardised tools, proper documentation, archiving and reporting practices are in place
  • Assist the SPIM when requested in planning and delivering appropriate training to enhance the understanding of procurement and logistical procedures, asset control, inventory, stores control and MAG Policies and Procedures for both support-focused and operational staff
  • Ensure regular sharing of monthly reports highlighting all relevant challenges related to Procurement, inventory and asset management
  • Together with the SPIM, maintain and develop contacts with other agencies on procurement challenges; sharing best practices, price or suppliers lists when possible; and with relevant local authorities and ministries for everything linked to adherence to local law, including import regulation
  • When requested, represent MAG Procurement and Inventory management. function in any relevant forum or with relevant external stakeholders ensuring professionalism and embodying MAG vision and values.
Safeguarding
  • Work in compliance with/ uphold MAG's Safeguarding framework - Policy on Personal Conduct, Protection of Children and Vulnerable Adults Policy, Dignity at Work Policy, Reporting Malpractice (Whistleblowing) Policy, Equal Opportunities Policy and Policy on Modern Slavery
  • Encourage an open and transparent way of working that facilitates a strong safeguarding culture within and between teams
  • Ensure that all staff understand the provisions clearly and challenge any unacceptable behaviour
  • Ensure that any concerns, reports or complaints are taken seriously and investigated promptly and thoroughly
General Responsibilities
  • Work within the framework of MAG’s core values
  • Act as an ambassador for MAG
  • Contribute to other fundraising initiatives where appropriate.
  • Participate in meetings where requested.
  • Work in compliance with MAG’s Policies, including but not limited to, Equal Opportunities, Code of Conduct and Dignity at Work Policies.
  • Undertake and apply learning from appropriate training and development programmes.
  • Undertake any other duties as may be required.
Selection criteria
The post holder should be able to demonstrate the following attributes:
  • Relevant qualifications in Logistics and Supply Management or related academic fields
  • Minimum of 3 years' demonstrated management experience in Procurement and Inventory (Supply Chain) management, supporting complex operations and high volumes
  • Minimum 2 years’ experience in leading high volume and high complexity procurement sourcing activities
  • Minimum 2 years’ experience in Supply Chain process improvement and implementation of organizational change management activities (adoption of new policies and tools, digitalization of supply chain processes)
  • At least 2 years’ experience in developing procurement and inventory management capacity
  • Excellent organisational and communication skills with the ability to coordinate, plan and prioritise activities
  • Understanding of Project Life-Cycle dynamics and its interaction with Procurement and Inventory management. Processes
  • Self-Organized, team player and ability to work under limited supervision
  • Team management of performance and development
  • Strong Analytical skills in managing Supply Chain (Procurement and Inventory) Data
  • Very good literacy, numeracy and IT skills (e.g. Word/Excel)
  • Excellent in written and spoken English, Kurdish and Arabic.
  • Ability to maintain clear record-keeping systems to monitor the supply chain and asset management
  • Ability to represent and promote MAG in all relevant forums
  • The ability to communicate with clarity and credibility on paper and face-to-face
  • Effective negotiation skills

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Mines Advisory Group (MAG)

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www.maginternational.org

WHAT WE DO MAG’s work has helped more than 17.7 million people in conflict-affected communities in over 40 countries since 1989, giving them greater safety and the opportunity to rebuild their live...

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Sector Specialisms: NGO
Office Location: Erbil, Iraq