Procurement Officer with ref. MAG-POE

Location	Erbil	Job Type	Permanent
Salary		Sector	Procurement, NGO

MAG is a humanitarian organisation clearing the remnants of conflict for the benefit of communities worldwide. MAG is co-laureate of the 1997 Nobel Peace Prize and has been operating in Iraq since 1992 and is operational in five governorates. MAG’s extensive experience and longevity in Iraq and deliver diverse programmes across emergency and development response projects, including support, training and collaboration with national NGOs.
Overall purpose of the job Ensuring that all procurement and inventory/asset 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 Officer to Procurement and Inventory Manager.

Detailed Responsibilities

Ensuring that all procurement and inventory/asset 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.

Inventory Management

Lead on the set up 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

Inventory/Asset Management

Ensure that MAG Iraq master asset register is updated when procuring and disposing of assets.
Ensure that inventory under supervision (Erbil & Erbil Logistics Center) is continuously maintained and all movements are supported by appropriate documentation in line with MAG Inventory Management policy.
Monthly reporting and analysis on inventory under supervision
Coordinate transport of goods between store locations
Assist PIM in performing spot checks and inventories.

Supervision, Training and Communication

Supervision 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. Provide training when necessary.
Ensure regular sharing of monthly reports highlighting all relevant challenges related to Procurement, inventory and asset management Essential Experience
Minimum of 3 years' demonstrated experience in logistics, particularly procurement and inventory management
Minimum 1 year experience in dealing with high volume procurement

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 relevant
Work in compliance with MAG’s 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:

Self-Organized, team player and ability to work under limited supervision
Supervision skills, able to motivate and control a small team
Good literacy, numeracy and IT skills (e.g. Word/Excel)
Very good in written and spoken English
Ability to maintain clear record keeping systems to monitor supply chain and asset management
The ability to communicate with clarity and credibility on paper and face-to-face
Effective negotiation skills
Able to drive

Reporting structure

The Procurement Officer to Procurement and Inventory Manager.

Detailed Responsibilities

Ensuring that all procurement and inventory/asset 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.

Inventory Management

Lead on the set up 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

Inventory/Asset Management

Ensure that MAG Iraq master asset register is updated when procuring and disposing of assets.

Ensure that inventory under supervision (Erbil & Erbil Logistics Center) is continuously maintained and all movements are supported by appropriate documentation in line with MAG Inventory Management policy.

Monthly reporting and analysis on inventory under supervision

Coordinate transport of goods between store locations

Assist PIM in performing spot checks and inventories.

Supervision, Training and Communication

Supervision 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. Provide training when necessary.

Ensure regular sharing of monthly reports highlighting all relevant challenges related to Procurement, inventory and asset management Essential Experience

Minimum of 3 years' demonstrated experience in logistics, particularly procurement and inventory management

Minimum 1 year experience in dealing with high volume procurement

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 relevant

Work in compliance with MAG’s 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:

Self-Organized, team player and ability to work under limited supervision

Supervision skills, able to motivate and control a small team

Good literacy, numeracy and IT skills (e.g. Word/Excel)

Very good in written and spoken English

Ability to maintain clear record keeping systems to monitor supply chain and asset management

The ability to communicate with clarity and credibility on paper and face-to-face

Effective negotiation skills

Able to drive

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Mines Advisory Group (MAG)