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