Athuman Henku

ONE ACRE FUND2014 - 2020

LOGISTICS AND PROCUREMENT MANAGER

• Procurement Planning • Perform Market Analyses by collecting, organizing and analyzing market data and financial reports and monitoring Supply Market to ensuring price quotations and Supplier offers are authentic and reasonable • Develop procurement plans for active grants, in collaboration with program Coordinators/Managers and internal and external partners to support program implementation. • Ensure program teams develop distribution plan for supplies and assets of closed grants in the warehouses. • Coordinate with supply chain field staff to ensure that there is sufficient spaces in warehouses before sending program supplies to the field sites. • Ensure that the supply chain department is well staffed and roles and responsibilities of each have clear job description. • Procurement • Implement all OAF procurement Standard Operating Procedures to ensure compliance to OAF and donors procurement policies • Work with requesters to develop comprehensive purchase specification • Maintain accurate procurement data and records and ensuring on time procurement reporting • Review procurement documents before payment from SAP • Lead the bidding process, including Request for quotation process, Request for proposal process, Tender evaluation and facilitating procurement committee functioning • Develop and implement category sourcing strategy • Set negotiation objectives conduct negotiations with potential suppliers to ensure value for money • Contracting Process • Prepare, review and utilize Procurement contracts, including Master Agreements (MPA, MSA) to ensure favorable Procurement Terms and Conditions • Set key performance indicators and service level agreements for contracts • Monitor contract implementation to ensure suppliers adherence to contract terms and conditions • Prepare and submit timely and accurate procurement report(s) to inform decision-making process. • Implement and sustain segregation duties in procurement and other related functions. • Supplier Management • Maintain mutually beneficial relationships with suppliers • Conduct Supplier performance reviews and feedback process and maintain up to date and accurate supplier performance scorecards • Develop suppliers for sustainable value adding procurement • Compliance and Legal • Conduct procurement due diligence, including supplier site visits, supplier background checks and implement any other fraud prevention methods. • Conduct self-assessments of conformance to supply chain policies, procedures, controls, and performance • Provide complete documents for audit and implement Corrective and/ or preventive action Plans (CAPA) • Identify, document and timely report any OAF procurement process deviations following the mechanism in place for appropriate follow up. • Develop and support implementation of improvement plans. • Provide constructive support to other functions to ensure effective, compliance to policies & procedures. • Staff Management and Development: • Support recruitment of procurement staff through the effective utilization of the OAF supply chain competency matrix. • Ensure each staff members’ objectives are set following the organizational unit visions as well as operations context(s); • Provide face to face and remote orientation to newly hired procurement staff. • Assess procurement staff competency and training gaps and develop appropriate intervention programs. • Deliver Training and Professional development programs • Co-ordinate training and maintain training records • LOGISTICS • Plans and supports all logistics for evaluation activities, training, capacity assessments, learning events, schedules and calendars. And other project activities. Ensures smooth operations of all activities by coordinating with drivers, transporters, venues, caterers, suppliers, activity-specific logisticians. Mobilizes staff and consultants by arranging travel and lodging. • Ensure quality management of assets and other items procured including stationery, fuel, vehicles etc • Follow up on unpaid bills for accommodation and other bills with our suppliers related to • Deliver all necessary documentation to Customer Service, Security and/or Finance. • Prepare daily Inventory Stock Report, dispatched trucks report and daily transporters tracking report. • Support Supply Chain Manager in ensuring suppliers such as transporters conduct themselves in line with OAFs’ safety standards and other Company requirements. • Negotiate with truck owners over the distribution of fertilizers and seeds for farmers. • Conduct daily stock count for the stored items in the warehouse. • ADMINISTRATION. • Takes minutes at programmatic and strategic meetings. Contributes to development of meeting notes. • Conduct weekly meetings with team. • conducts check-ins with subordinates and my manager. • conduct meetings with head of departments on issue regarding procurement and logistics • Getting feedback from my internal customers and suppliers WAREHOUSE AND INVENTORY MANAGEMENT. • Oversee inventory and supply chain management according to company guidelines • Perform critical inventory tasks to ensure the correct number of items are in stock • Maintain updated and accurate records of inventory, including transfers and cycle counts • Review documentation and monitor product codes to search for discrepancies; troubleshoot quantity discrepancies between stock and records • Develop and implement improvements to existing operational procedures in order to maximize efficiency and cut operations costs • Respond to Purchase inquiries and purchase orders; collect and analyze data to determine appropriate order quantities; process orders for shipment • Review operations schedules and production requirements to ensure timely order fulfillment • Track rates of accuracy, purchase and return as well as defective items to inform quality control decisions • Prepare, generate, and file financial inventory reports, review reports monthly with management • Nurture positive relationships with suppliers and provide customer service as needed • Participate on selling & follow up on obsoletes payments from suppliers