Elizabeth Glaser Pediatric AIDS Foundation (EGPAF)

OFFRE D'EMPLOI

TITLE: Procurement & Logistics Officer

LOCATION: EGPAF Office, Cameroon

REPORTS TO: Procurement and Logistics Manager

"Sometimes in life there is that moment when it's possible to make a change for the better. This is one of those moments."
-Elizabeth Glaser

The Elizabeth Glaser Pediatric AIDS Foundation is a global leader in the fight against pediatric HIV and AIDS, working in 15 countries and at over 7,000 sites around the world to prevent the transmission of HIV to children, and to help those already infected. Today, because of the highly successful work of the Foundation and its partners, pediatric AIDS has been virtually eliminated in the United States. With a growing global staff of over 1,000—nine of 10 who work in the field—the Foundation’s global mission is to eliminate pediatric HIV and AIDS by implementing HIV prevention, care, and treatment programs; further advance innovative research; and to execute strategic and targeted global advocacy activities to bring dramatic change to the lives of millions of women, children, and families worldwide. 
Through a grant from UNITAID, EGPAF is introducing and scaling-up innovative point-of-care (POC) early infant diagnosis (EID) in nine African countries. This four-year project (2015-2019) has procured and distributed more than 259 POC EID platforms and 244,000 POC EID tests worth an estimated total cost of US$ 20 million. The Project will enable the testing of up to 130,000 HIV-exposed infants, resulting in increased pediatric HIV diagnosis, earlier initiation of infants on ART, increased pediatric ARV coverage, and improved survival of HIV-positive infants.

Job Summary:

The Procurement & Logistics Officer is a detail oriented, self-motivated individual who will support the country-level logistics and supply chain components of the project. He/she will work alongside other country-level project staff to ensure that POC EID products are forecasted and quantified, cleared through customs (with duties exempted), inspected, entered into an inventory management system, warehoused, distributed to project sites, tracked in an efficient manner, and support the response to any stock shortages that may arise. He/she will work in collaboration with the Project Implementation Manager in the country to design and implement systems for inventory management, cold chain, transportation management, product storage, receipt of deliverables and consumption reporting. He/she will also receive oversight and guidance from a project Procurement Lead, based in Geneva, Switzerland.

Job Responsibilities:

Supply chain management of POC EID products:

• Works closely with the global Project Procurement Lead and the Country Implementation Manager to ensure products are accurately and timely quantified, forecasted, procured, shipped, imported, stored and distributed to targeted service delivery sites and that their consumption is regularly reported to ensure accurate future quantification;
• Manages country-level logistics related to product importation, customs clearance, and required taxes/duties. Provides confirmation of product receipt and inspection per standard operating procedures;
• With guidance from the global Project Procurement Lead, establishes or strengthens inventory management systems to track POC EID products from transport and handling to final destination; and to monitor and update stocks, distribution and pipeline information; Maintains a complete and accurate inventory database and ensures proper inventory reports and controls are in place to accurately track POC EID product quantities, location and usage;
• Utilizes the inventory management system to identify and report potential fraud or loss through a formal, established process;
• Investigates and secures appropriate storage and transportation services for POC EID product distribution, including cold chain as needed—this may include negotiation with third party logistics providers;
• Supports the development and implementation of a transition plan for transferring the ownership, maintenance and supply chain management for POC EID products and consumables to relevant national entities by May 2019.

Process Improvement / Compliance

• Contribute in the design, development, implementation and maintenance of contextualized procurement, purchasing, logistics and distribution operating procedures and guidelines achieving the most cost effective and efficient processes for procurement & logistics in order to attain operational excellence.
• Liaise with other operations departments as well as programs in procurement & logistics execution to ensure an integrated internal controls framework, enabling consultative, transparent, technically proficient and compliant procurement decisions.
• Guided by a solid grasp of applicable government, organizational and donor rules and regulations, provide guidance, advice and technical opinions on policy interpretations, contract matters and donor mandates in the realm of procurement & logistics.
• Assist in collating and sharing of best practices in procurement & logistics from networks, trainings, workshops and conferences, et cetera to ensure a dynamic and relevant procurement & logistics function.
• Expedite deliveries and ensure vendor commitment.

Vendor Relationship Management

• Assist in coordinating sourcing strategies and developing – through a full and open process a comprehensive supplier base for the supply of goods and services, constantly researching to ensure a reliable and competitive vendor base.
• Help manage and maintain a collaborative relationship with vendors at all levels; ensure that EGPAF suppliers for goods and services fulfill their obligations in a timely fashion, are paid on a timely basis, and that any disputes arising are managed in a professional, procedural and consultative manner.
• Assist in negotiating with vendors to facilitate EGPAF’s compliance with USG regulations on non-payment of VAT, vigorously pursue outstanding VAT exemption claims, reimbursement checks from vendors and maintain a report on the VAT exemption status on a quarterly basis.
• Negotiate with vendors to achieve value for money (VFM) for goods and services.

Documentation

• Prepare and submit for review supplier evaluations/bids analysis, requests for awards, purchase orders, contracts for services and other procurement documents.
• Ensuring strict adherence to applicable procedures, accuracy and completeness of procurement supporting documents .
• Generate and disseminate complete, accurate and relevant monthly procurement reports on user friendly, standardized templates to support project management decision making.
• Help identify and/or solicit organizational filing needs, matching them with existing resources and when necessary, implementing innovative, cost effective solutions to match the growing needs;  also assist to manage EGPAF’s archive documentation in a systematic/orderly and secure manner to ensure strict conformance with applicable document retention provisions.
• Assist in Facilitation, development and dissemination of procurement & logistics checklists, templates and other tools – ensuring a standardized implementation across all EGPAF offices.

Asset & Supplies Management

• Assist in ensuring availability of supplies by maintaining a comprehensive inventory of supplies (both EGPAF and site support supplies) and conduct periodic/surprise audits of procured supplies as an additional documented internal control measure.
• Assist in coordinating purchase of assets based on assessed needs, systematic tagging, insurance (and related claims processes) annual documented physical verification and disposal at close out per project specific disposal provisions.

Fleet Management

• Providing high level fleet management advice including optimal scheduling, documented and analytical reports on vehicle usage logs vis a vis satellite tracking information, fuel consumption reports and master calendar for all vehicles.
• Coordinate vehicle hire services to supplement current fleet needs.

Other responsibilities:

• Inform the line manager of any problems arising such as damage, loss, expiries, stock outs, attempted break-ins or theft.
• Recommend any additional logistics-related procedures/guidelines to the Project Global and Country Teams for review, approval and adoption
• Adhere to timelines and due dates for relevant deliverables as requested by the UNITAID Project global team
• Use of logic, data, and contextual knowledge to ensure best value for money when negotiating service level agreements (when applicable)
• Define the priorities and needs of the UNITAID project and organize logistical tasks accordingly (transport, movements, schedules, etc.).
• Assist in organizing supplier meetings as and when necessary.
• Updates and shares knowledge by studying existing and new regulations, participating in educational opportunities, reading professional publications and maintaining personal networks.
• Support continuous innovations, adoption of best practices and regular reviews of procurement & logistics operations for optimal efficiency.
• Recommend to P & L Manager any additional procurement & logistics procedures/guidelines for approval and adoption.
• Help in analyzing risk areas in procurement & logistics operations and recommend mitigating solutions
• Other duties as required

Required Qualifications, Knowledge and Skills

Qualifications:

• Degree or diploma in business, procurement, supply chain management, logistics, operations, or other relevant field required
• Experience with supply chain management or logistics is preferred

Knowledge, Skills, and Abilities:

• Uncompromising integrity
• Knowledge of commodity management tracking systems
• Proven supply chain management and logistics skills
• Customer service approach with excellent communication and negotiation skills
• Strong interpersonal skills
• Strong computer literacy, including excel skills and ability to lean new databases.
• Able to work in teams, including local government staff
• Fluent in English and French

How to apply

Qualified candidates should submit a CV and cover letter through the following link.

Applications will be considered on or before 11 March 2019.

Please note that only short-listed applicants meeting the above requirements will be contacted.

NB: EGPAF does not charge a fee in the recruitment process.