Procurement Manager, TZ (N)

Job Description

Position Title: Procurement Manager

Reports to: Country Representative

Supervises: Procurement Officer

Division : CWS Africa

Department: Procurement

Country: Tanzania

Job Location: Kasulu, Tanzania

Grade Level: Grade 8, Manager, National

Introduction:

Church World Service (CWS) is a not-for-profit, faith-based organization transforming communities around the globe through just and sustainable solutions to hunger, poverty, displacement, and disaster. CWS does not discriminate on the basis of race, color, religion, sex, national origin, gender identity, genetic information, age, disability or veteran status in employment or in the provision of services.

Primary Purpose:

The Procurement Manager is responsible for overseeing the Procurement function of CWS Africa Tanzania. This position will spearhead the organization’s purchasing process from selecting suppliers to ensuring stock optimization, as well as provide guidance on sourcing and procurement processes. The Incumbent will have the responsibility and accountability for the purchase of goods, materials, and services to ensure that the CWS’s operational needs are met, considering price, quality, and delivery and to ensure continuity of supply.

The Procurement Manager will be a supply chain and logistics expert who will specialize in implementing cost-effective purchases of all goods and services, as required by the company. Ensuring quality control and adhering to the company’s policies and procedures on supply chain management will be some of the main priorities when carrying out this role. S/he will model the organizational values of CWS and will support colleagues to understand and live these values.

Key Relationships:

Internal to CWS

• Line Managers/Supervisors,
• Procurement and Logistics Colleagues across CWS RSC Africa
• All CWS RCS Africa staff.

External

• Procurement and Logistics service providers, other organizations.

Working Environment

• Office environment.Periodic travel to the field as may be required.

Core Job Responsibilities:

Leadership & Management (30%)

• Provide direct supervision and leadership to the Procurement Department, including performance management
• Contribute to the creation and implementation of best practice procurement vision, strategy, policies, processes, and procedures to aid and improve operational performance General and Task Management
• Develop and review Procurement Strategy (Strategy and Develop)
• Ensures annual plan and strategic goals are met as communicated by the leadership.
• Set departmental objectives/KPIs and review and assess ongoing performance of direct reports
• Manage, coach, and develop high performing purchasing and cost estimating teams that meet agreed objectives and which deliver best practice results, added value and continuous improvements providing continuous feedback and ensuring timely corrective plans where needed.
• Identifies training needs, develops and implements training plans for the Procurement team, in coordination with the training unit.
• Advise SMT on procurement components when there are incidents and their implication to CWS RSC Africa.
• Contribute to new CWS initiatives and projects and review and communicate the impact on Purchasing activities.

Procurement Management 40%

• Ensure that purchasing policies and processes are in place to meet CWS objectives and operational needs in terms of price, quality, and delivery targets and which enables the company to function and compete effectively in the market.
• Create and review opportunities to implement best practice purchasing policies, processes, and procedures to aid and improve CWS performance and deliver best value and CWS savings.
• Ensure purchasing policy, guidelines and any associated documents are in place and updated when required
• Utilize appropriate resources including Supplier Development to ensure appropriate supplier partnerships and delivery of sourced products.
• Develop creative and innovative procurement processes (eProcurement)
• Provide management reports and key performance data and monitor cost savings
• Manage relationships with suppliers and select and develop new suppliers
• Negotiate and manage contract terms with suppliers to ensure value for money, quality standards and delivery terms with technical and operational input from stakeholders and colleagues.
• Assist Senior Management in ensuring effective relationships with client businesses through maintaining an appropriate interface between procurement and suppliers Self-Management
• Review and negotiate existing agreements to optimize commercial terms
• Assess tenders from potential suppliers
• Work with suppliers and have a process in place to measure effective performance, quality and compliance. Measure against KPI criteria if these exist
• Develop and maintain strong relationships with internal and external stakeholders to ensure optimal performance
• Ensure that professional and consistent supplier management is applied across the supply base in line with the purchasing policy
• Ensure parts are sourced in full and aligned to production schedules and customer requirements
• Report on achievement of targets and identify any actions required
• Promote a work environment that demonstrates fairness, openness and equity
• Provides management oversight and advice on the procurement component of the Coupa/Sylogist system, achieving results such as:
  • Support and guide in analyzing and evaluating the finance workflows, processes and systems within the organization and recommend changes to enhance efficiency and effectiveness.
  • Provide guidance and support to users on system functionality, processes and procedures. • Assist in the development and maintenance of training materials and training delivery to procurement users.
  • Work closely with the Coupa/Sylogist and regional team to ensure that procurement requirements are integrated into the Coupa/Sylogist system.
• Participates in Coupa/Sylogist system implementation and upgrades, achieving results such as:
  • Provide input into the design and testing of the procurement component of the Coupa/Sylogist system.
  • Assist in the development of use cases related to the procurement component of the Coupa/Sylogist.
  • Review and test system changes related to procurement to ensure accuracy and completeness.
  • Collaborate with other subject matter experts to ensure system testing, integration, and data consistency.
  • Ensure that procurement reports and analytics are accurately reflected in the system.
  • Support the change management process and communicate changes to management and procurement users.
  • Oversee and perform tests, work with SMEs as needed as per 2 CFR 200 in supporting local economies and track their involvement to ensure they are not locked out in the CWS procurement processes.
• Provides ongoing support for the procurement component of the Coupa/Sylogist system, achieving results such as:
  • Investigate and resolve procurement system issues reported by users.
  • Monitor system performance and data quality to ensure accuracy and reliability.
  • Identify opportunities for system improvements and recommend changes as needed.
  • Ensure compliance with internal control policies and procedures related to procurement.
• Collaborates with stakeholders to ensure effective use of the procurement component of the Coupa/Sylogist system, achieving results such as:
  • Work with procurement management to define and implement processes and procedures related to the Coupa/Sylogist system.
  • Collaborate with other departments to ensure that procurement data is integrated and consistent across the organization.
  • Build and maintain positive relationships with key stakeholders, including IT, HR, and other business units.
  • Act as a liaison between procurement and IT to ensure that requirements are accurately reflected in the system. •
  • Provide advice and support on the use of the procurement component of the Coupa/Sylogist system.
• Participates in Coupa/Sylogist procurement activities and deliverables, achieving results such as:
  • Participate in special projects related to procurement or Coupa/Sylogist systems as maybe assigned.
  • Provide support to other Coupa/Sylogist system components as needed.
• Performs other related duties, as assigned.

Representation 5%

• Assists in conducting market research to capture the current cost, evaluate offers from vendors and negotiate better prices.
• Liaises with vendors to create realistic delivery schedules and compare actual deliveries in order to evaluate vendor performance and responsiveness.
• Builds and maintains positive working relationships with all members of staff, and contactors both within and outside CWS Africa

Financial Budget and Control 5%

• Input to and hold responsibility for department budget Relationship Management
• Work collaboratively, negotiate and engage with key stakeholders to facilitate delivery and compliance with the purchasing strategy
• Communicate with stakeholders the impact of market change and potential effects on supply. Recommend solutions without compromising quality or service while optimizing cost
• Stay current and up to date on any changes that may affect the supply and demand of needed products and materials and advise others of any impact
• Commercially and financially awareness with experience of managing budgets
• Plan and deliver against project deadlines
• Ability to add value, reduce costs and make CWS improvements

Risk Management and Compliance (10%)

• Ensure that the function operates in accordance with any health, safety and environmental policies and procedures to ensure the safety and wellbeing of staff and visitors People Management
• Comply with the Health, Safety and Environmental Policies
• Evaluate the challenges faced by the CWS and take action to mitigate risks and develop opportunities
• Ensure that the function operates in accordance with any health, safety and environmental policies and procedures to ensure the safety and wellbeing of self, staff, and visitors
• In coordination with CWS Regional Procurement, ensure that HR policies and practices are compliant with Tanzania procurement laws and any existing regulations and recommend changes as needed.
• Work closely with Program Integrity department and make follow-up on compliance issues.
• Ensure that the function operates in accordance with any health, safety and environmental policies and procedures to ensure the safety and wellbeing of self, staff, and visitors
• Closely monitor Procurement processes to ensure efficiency and compliance.

Data Management and Reporting (5%)

• Produce periodic reports aimed at monitoring quality and compliance on Procurement processes
• Develop Procurement-focused indicators and dashboard to measure efficiency and effectiveness.
• Produce relevant reports for management decision making.

Additional Responsibilities (5%)

• Any other duties as assigned.
• Lead in the delivery of Procurement projects and other duties assigned by CWS/RSC Africa Management.

Qualifications:

Experience:

• Eight (8) years’ relevant work experience is required.
• Two (2) years of direct supervisory experience.
• Extensive experience working in the procurement department in a related humanitarian field.
• Proven experience in a purchasing management role, preferably within the humanitarian environment
• Contract management and supplier experience.
• Knowledge and technical understanding of automotive processes and components and supply chain management.
• Experience with overseas processing or US refugee resettlement preferred.
• Project management experience.
• Knowledge of Tanzania labour laws and customs required.

Skills:

• Excellent relationship management skills with the ability to engage, negotiate (at all levels) and manage key stakeholders and suppliers.
• Excellent organizational skills, responding to internal and external clients in a timely and professional manner.
• Demonstrated ability to work in a self-directed, fast-paced and results-oriented environment.
• Strong time management skills.
• Strong communication, interpersonal and influencing skills.
• Excellent analytical skills and problem-solving abilities
• Takes ownership for team cohesion and development.
• Proven management skills with the ability to optimize team performance and development.

Education & Certifications:

• Bachelor’s degree in purchasing management or related field with post graduate qualification/certification in Procurement/Supply Chain Management.
• Master’s degree in purchasing management preferred.
• Member of The Chartered Institute of Procurement & Supply (CIPS)
• Membership of professional body such as PSPTB, CPSP etc. required
• Certificate of Good/Police clearance certificate
• Computer literate, especially Excel skills

Abilities:

• Confident, self-aware and rounded thinking.
• Resilient, optimistic, and open to change.
• Collaborative approach to others.
• Self-motivated and results oriented.
• Keen attention to detail and accuracy
• Manage large and diverse workload, working under pressure with competing priorities.
• Analyze, solve complex problems and make sound decisions.
• Maintain a high-performance standard with attention to detail
• Maintain the integrity of official records.
• Work with minimal supervision
• Work independently and contribute to overall operations of RSC Africa.
• Actively participate in the implementation of the U.S. Refugee Admissions Program (USRAP).
• Strong English communication skills, both written and oral.
• Ability to work in a multi-cultural environment required.
• Proactively contribute to creating a good team atmosphere
• Ability to make useful links to arrive at insightful plans and solution.
• Embraces personal challenge, anticipates, and overcomes obstacles.

Important Requirements:

• Strong English communication skills, both oral and written
• Ability to work in a multi-cultural environment required.
• Commitment to diversity, equity, and inclusion and willingness to support CWS’ Platform on Racial Justice as a CWS employee required.

Special Requirements:

• COVID Vaccination is required for all successful candidates.
• The candidate should be of good health, willing and able to travel extensively in often difficult conditions and have a high degree of flexibility. Must have proof of Yellow Fever vaccination before traveling for CWS Africa
• Background check including references, valid Criminal Report Certificate and educational record check is required before the start of employment.
• This position is based in Kasulu, Tanzania
• This position always requires the use of laptops, competence in Microsoft office packages is required.
• This position may require travel in sub-Saharan Africa on short notice and under sometimes difficult conditions to meet the demands of a dynamic operational program.
• A valid passport and the ability to maintain a valid passport throughout the entire appointment is required, which includes having enough passport pages for travel.
• Physical: This position requires bending, squatting, crawling, climbing, kneeling, sitting, standing, walking, pushing/pulling, handling objects (manual dexterity), reaching above shoulder level, using fine finger movements and lifting/carrying heavy loads.
• Environmental: Incumbents in this position will be exposed to excessive noise, marked changes in temperature and/or humidity, dust and infectious diseases, harsh weather climates, long work hours, bumpy roads, extended travel, excessive sun exposure, and non-ventilated spaces.
• All employees should be prepared to work from the CWS office within their location of hire. Remote work arrangements may vary depending on location and the governing rulings regarding the COVID-19 pandemic.