HOPE, Khartoum Office

Job Announcement

Terms of Reference (TOR)

10 Dec 2022

No. HOPE/2022/12

Job Title: Procurement and Operation Manager

Base: Khartoum with visit to state field offices.

Location: Khartoum.

Start Date: 1 Jan 2022.

Contract Duration: 12 Months.

Gross Salary: 700 USD (the payment will be in SDG currency).

Grade level: Grade 3 (out of 5)

Reporting to: Admin and Finance Manager, cc to Executive Director.

Job application deadline: 23 Dec 2022

Major Functions/ Responsibilities: 

Operation, administrative and Liaising:

• Maintain effective implementation for maintenance and operation of Khartoum Office.
• Support, train and supervision of Procurement and Operation Officers to Maintain the Organization documentation system in the state offices.
• Support, train and supervision of Procurement and Operation Officers to Manage all the administrative affairs related to HAC and relevant government institutions.
• Handle all the processes related to partners/ suppliers, and releasing the items imported by the organization and facilitates their transportation to field.
• Manages contracts including supply, transport and rental office contracts.
• Support, train and supervision of Procurement and Operation Officers to conduct Vehicles management through keeping record for vehicle movements, services, fuel, maintenance etc... as well as schedule vehicle booking.
• Support, train and supervision of Procurement and Operation Officers to Manage and facilitate the travelling of the organization field visit such as travel permit from HAC, COR, etc...

Procurement:

• Support, train and supervision of Procurement and Operation Officers to Purchases the Projects supplies, equipment and materials according to the Procurement Policy and Procedure of HOPE.
• Support, train and supervision of Procurement and Operation Officers to Purchase the office supplies, equipment and materials and ensure the availability and utilities of the office’s items.
• Control, receive and checks of the all supporting procurement documents.
• Making the procurement plan for each project, and support, train and supervision of Procurement and Operation Officers to timely delivering and quality control.
• Maintains a supplier database at HQ and state level.
• Support, train and supervision of Procurement and Operation Officers to be Responsible for the maintenance of the facilities including Equipment's, Offices etc..
• Support, train and supervision of Procurement and Operation Officers to be Responsible for the warehouse and manages the warehouse files.
• Provide technical assistance and training on the Procurement Policy and Procedure of HOPE to the field staff.
• Establish and maintain filing and documentation system for the procurement documents.
• Preparation of monthly and quarterly procurement and operation Report.

Others

• Apply and maintain the procurement and operation documentation system, in HQ and Field offices.
• Any other task or responsibility determined by management of HOPE.

Minimum Qualification, Skills and Experience Required: 

1. At least 5 years of related experience in a similar position in supply chain management;
2. At least 3 years of experience working for non-governmental organizations with in-depth knowledge of the context of local market;
3. Education: University degree in supply chain management, business administration or relevant;
4. Bachelor's Degree required; Master’s Degree preferred;
5. Experience with standard procurement procedures and documentation;
6. Strong ability to work independently, organize work, meet deadlines, maintain composure, prioritize work under pressure, coordinate multiple tasks and maintain attention to detail;
7. Fluent written and oral communication skills in English Language; and
8. Experience designing and using excel.