Major Role & Responsibilities: Procurement Management - Lead and manage centralized procurement processes across the consortium, including needs identification, sourcing strategies, solicitation (RFQs, RFPs, ITBs), evaluation, selection, contracting, and delivery, in line with imagine1day and donor procurement guidelines.
- Develop and regularly update the consolidated annual procurement plan in close collaboration with program, finance, and partner teams to ensure timely and cost-effective delivery of goods and services.
- Review and validate procurement requisitions for completeness, accuracy, and compliance with project needs and approved budgets.
- Ensure strict adherence to procurement policies and procedures, including donor requirements and internal controls, to uphold transparency, accountability, and value for money.
- Conduct regular market assessments to identify reliable and cost-efficient vendors; maintain an updated supplier database, prequalification lists, and records of supplier performance evaluations.
- Draft, review, and finalize solicitation documents, bid evaluation reports, purchase orders, and contracts, ensuring accuracy and alignment with legal and procurement standards.
- Implement and monitor transparent and competitive bidding processes, ensuring equal opportunity and fairness in supplier selection.
- Coordinate and oversee transportation and delivery logistics, including customs clearance, distribution plans, and warehousing where applicable.
- Track and report on procurement status, highlighting risks, delays, and mitigation measures; provide timely updates to management and consortium partners.
- Support and build the capacity of implementing partners on procurement procedures and documentation requirements to ensure compliance and consistency across all procurement activities.
- Liaise with finance and program teams to ensure proper documentation, budget coding, and timely processing of payments to suppliers.
- Facilitate regular procurement review meetings with partners and relevant teams to align procurement progress with program delivery timelines.
- Maintain a procurement archive system for audit readiness, ensuring all records are complete, organized, and readily accessible.
Coordination with Partner Organizations - Lead and coordinate all procurement and logistics processes implemented by consortium partners under the project led by Imagine1day.
- Ensure consistency, transparency, and compliance of partner procurement activities with Imagine1day’s policies, donor requirements, and applicable national regulations.
- Provide continuous technical guidance and hands-on capacity support to implementing partners to strengthen their procurement systems, mitigate risks, and enhance operational efficiency.
- Review and validate procurement documentation submitted by partner organizations to ensure alignment with approved procurement plans and procedural standards.
- Facilitate joint procurement planning sessions with all consortium members, ensuring harmonized approaches, value for money, and timely delivery of goods and services.
- Represent Imagine1day in procurement committee meetings of partner organizations where appropriate, offering technical input and ensuring compliance and accountability.
- Monitor procurement performance and identify gaps across the consortium, proposing corrective actions or improvements where needed.
- Coordinate regular meetings and communication among logistics and procurement focal points of consortium partners to strengthen collaboration, troubleshoot operational challenges, and share best practices.
- Support the development and implementation of consortium-wide procurement tools, templates, and reporting formats to ensure standardized and efficient operations.
- Participate in joint field visits with consortium partners to assess the quality and timeliness of procured goods and services, and follow up on supplier performance and contract adherence.
Supply Chain and Logistics Coordination - Serve as the central focal point for coordinating supply chain and logistics functions across the Back Office, Coordination Unit, and all implementing consortium members under the project.
- Lead and oversee end-to-end logistics processes, including delivery tracking, warehousing, and last-mile distribution of goods and materials to ensure timely and efficient support to program implementation.
- Monitor and manage project inventory and asset records in close collaboration with consortium partner organizations, ensuring accuracy, accountability, and alignment with donor compliance standards.
- Ensure robust documentation, systematic filing, and secure archiving of all procurement and logistics records to meet audit, donor, and internal control requirements.
- Spearhead asset management over asset issuance, tagging and receipt processes for the consortium
- Providing support in asset disposal procedures.
- Assisting in the filing and storage of assets.
- Assist with Asset distribution during project implementation/after projects closure.
- Supporting in physical asset verification exercises in the region
Reporting, Compliance, and Risk Management - Lead the preparation and timely submission of comprehensive monthly, quarterly, and annual procurement and logistics reports for internal use and donor compliance, ensuring accuracy, transparency, and alignment with project objectives.
- Maintain up-to-date, accurate, and auditable procurement and logistics data across relevant digital platforms and reporting systems, including procurement trackers, asset registers, and inventory management systems.
- Support internal and external audits by compiling required documentation, preparing management responses, and addressing audit queries in a timely and professional manner.
- Monitor compliance with organizational procurement policies, donor regulations, and local regulatory frameworks, ensuring full accountability and zero tolerance for non-compliance.
- Conduct regular internal compliance reviews and spot-checks to identify gaps or weaknesses in procurement and logistics practices and propose corrective measures.
- Identify, assess, and escalate procurement and logistics-related risks, bottlenecks, or fraud concerns to the PCU Consortium Lead and relevant leadership, and support mitigation planning and implementation.
- Contribute to the development and continuous improvement of procurement and logistics policies, tools, and SOPs based on audit findings, risk analysis, and evolving donor requirements.
- Support knowledge management and institutional learning by documenting procurement and logistics best practices, challenges, and lessons learned, and disseminating them across consortium partners.
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Gender Equality Commitments - Foster an environment that supports the values of women and men and equal access to information.
- Provide a work environment where women and men must be evaluated and promoted based on their skills and performance.
- Respect beneficiaries, women, men, and children (boys and girls) regardless of gender, sexual orientation, disability, or religion. race, colour, ancestry, national origin, age, or marital status.
- Value and respect all cultures.
Safeguarding Commitment Imagine1day has zero tolerance for violations of Child and Adult Safeguarding, Sexual Exploitation and Abuse, and the Code of Conduct. In the process of recruitment, selection, and appointment, Imagine1day implements a range of procedures and actions, including Criminal Background Checks/ International vetting/Certificates of good conduct, to ensure children and vulnerable adults are safeguarded and abuse is prevented. |
