Latest Jobs at Mactay Consulting

Job Field: NGO

Reporting line: Head of Finance & Operations

Package: Gross salary, Health Insurance, Paid Leave, Flexible working

Job Summary:

As a Procurement and Logistics Officer, you are responsible for coordinating the management, administration, and supervision of the organization’s acquisition actions which will involve contracting services and managing the purchase of products, materials, and services. Our Operations team is responsible for carrying out the following functions for the organization – Finance, Budgeting, Internal Control, Supply Chain/Procurement, Administration, Human Resources, IT, Safety & Security.

Job Description: The Procurement & Logistics Officer will be responsible but not limited to carrying out the following functions:

Managing relationships with Vendors & Suppliers

• Updating vendors list as appropriate with approved vendor contact details, tax numbers etc
• Responsible for Vendor Management (Onboarding vendors, intimating vendors on organizational policies, etc)
• Develop vendor/partner acquisition strategies
• Manage the supplier/vendor agreements to ensure strict adherence to contracts
• Periodically evaluate and renegotiate vendor contracts to gain an advantage for the organization

In charge of Procurement

• Ensure timely preparation of procurement plans for projects and monitor their implementation by controlling processes including receipt of requisitions, organization of RFQ, receipt of quotations, bids and proposals, evaluation, and negotiation of certain conditions of contracts in compliance with organization’s requirements.
• Ensure effectiveness to attain cost effectiveness, efficiency, accountability, and timely supply of goods and services
• Implement procurement according to approved guidelines, procedures, and forms (Purchase Requests, Purchase Orders, Goods Received Notes, etc.)
• Develop the procurement forecasts in line with programme objectives
• Track and report key functional metrics to reduce expenses and procurement improve effectiveness
• Ensure appropriate practice in supplier pre-qualification, tender processes, and asset disposal.
• Source for quotations, compile Supplier Bid Analysis (SBA), and award-successful suppliers. Seek relevant approvals where necessary.
• Responsible for office supplies; ensuring availability of all necessary stationaries and other consumables
• Follow up on sent waybills with the consignee in-country to ensure that deliveries are confirmed.
• Oversee all purchase requests and manages the procurement process
• Prepare request for quote, prepare assessment table, and get approval according to the organization’s standard procedures
• Maintain and update the supplier database on regular basis

Handling all the organization’s Logistics activities

• Manage service agreements with travel agents  
• Responsible for efficient and cost-effective local and overseas travel; including all transport-related activities
• Flight bookings & management: ensure that bookings are made on the most competitive fares

Maintain accurate documentation and reporting

• Maintain shared electronic & manual files to ensure easy access to information
• Maintain the fixed asset register
• Prepare and ensure the accuracy of documentation relating to inventory.
• Responsible for equipment movement and ensures that proper records are maintained.
• Monitor procurement and logistics support costs in liaison with the Field Accountant to ensure that expenditures remain within approved budgets
• Prepare procurement and logistics reports to the Head of Operations
• Work in close collaboration with the finance and administration units to ensure effective operations

Qualifications

• Proven experience (2 – 3 years) as a Procurement & Logistics Officer
• Experience working with an NGO/development organization space will be an added advantage
• Degree in Social Sciences, or other related disciplines.

Skills and Competencies:

• High level of accuracy in work, and ability to handle multiple tasks with speed and in a timely manner
• Ability to work with minimal supervision
• Strong organizational, and administrative experience and attention to detail
• Outstanding written and oral communication skills
• Good project management skills including experience in a fast-paced environment with shifting priorities.
• Excellent interpersonal and communication skills both written and oral.
• Working knowledge of Microsoft Office applications.
• Strong organizational skills and the ability to prioritize and meet deadlines with meticulous attention to detail.
• Interest in issues related to women, politics, elections, and human rights.

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Job Summary

To provide specialist expertise in quantity surveying/cost engineering for the organization’s projects. The holder is also responsible for identifying new project control-related technologies for implementation in support of the company’s growth programme, and a continuous drive for cost reductions.

Principal Duties/Responsibilities/Authorities

• Provides specific quantity surveying/cost engineering support for projects as assigned.
• Provides project control expertise, procedures, and review capabilities, including risk, uncertainty, and sensitivity analyses.

• Formulates cost analysis strategies and develop cost plans from detailed estimates/contracts

              for use in project controls.

• Maintains a cost coding structure (Work Breakdown Structure and Cost Breakdown Structure) for cost control purposes and maintains the integrity of project cost database.
• Assists and advises project manager and colleague in relation to costs and VOWD.
• Coordinates cost estimating activity and inputs from various disciplines and departments.
• Compiles, checks, and benchmarks cost estimation data.
• Estimates the project cost based on the Bill of materials, labor cost, and project specification to express the most representative cost estimate.
• Collects and updates market price data of materials, equipment, and manpower to be used in the cost estimate.
• Analyses project cost estimates of the project based on economic parameters.
• Performs sensitivity analysis on the estimates and cash flow forecasts to determine cash requirements and potential problem areas and corrective action to be taken.
• Provides timely Management Summary Cost Reports.

Competency and Skills Requirements

• Working knowledge of a broad range of Cost Control/ Estimating Systems, Tools, and Practices
• Good cost estimating skills.
• Proficient in Project Control
• Good inter-personal and leadership skills
• Good communications skills (i.e., report writing and presentation)
• Demonstrated proficiency in computer skills, including all Microsoft products.

Qualifications & Experience

• Bachelor’s degree in Engineering or other relevant discipline.
• 6 - 10 years of related experience.
• Minimum of 5 years of working experience in the cost control and estimating of major oil field, petrochemical, or oil and gas handling projects.

Person Specification

• Resilient and hardworking
• Independent and stress resistant
• People Management knowledge
• Prepared to travel and work irregular hours