Senior Procurement and Administration Officer

Pact

October, 2023

Pact is an international nonprofit that works in nearly 40 countries building solutions for human development that are evidence-based, data-driven, and owned by the communities we serve. Our vision is thriving, resilient and engaged communities leading their own development. Founded in 1971, Pact works with partners to build resilience, improve accountability, and strengthen knowledge and skills for sustainable social impact. To learn more about Pact Tanzania, visit: http://www.pactworld.org/country/tanzania

We are a recognized global leader in creating social impact. Our staff have a range of expertise in areas including capacity development, public health, governance, and civil society, climate change adaptation and mitigation, energy, women’s economic empowerment, fragile states, artisanal and small-scale mining communities, monitoring and evaluation, microfinance, and more.

Project Overview

ACHIEVE is a five-year, USAID-funded global cooperative agreement with the dual objectives of attaining and sustaining HIV epidemic control among at-riskand hard to reach pregnant and breastfeeding (PBF) women, infants, children, and youth, as well as to mitigate the impact of HIV/ AIDS and prevent HIV transmission among these populations; and supporting the transition of prime funding and implementation to capable local partners in order to meet the PEPFAR goal of 70% of funding to local partners.

ACHIEVE is funded by USAID in Tanzania to implement a six-year activity (October 2020 to December 2026) which aims: (1) to improve national- and community-level social welfare systems in order to sustain support for orphans and vulnerable children(OVC)and families affected by HIV and (2) to strengthen the capacity of local organizations to deliver OVC services and (3) to deliver high quality OVC services and DREAMS interventions for AGYW 9-14 years.

Pact Tanzania is looking for an enthusiastic, creative, energetic individual to fill the following vacant position for the ACHIEVE Tanzania Project:

Position: Senior Procurement and Administration

Officer, Head Office (1 position)

Contract Duration: 1-year contract (Renewable)

Reporting to: Senior Grants and Operations Manager,

Pact Tanzania

Position Purpose:

Reporting to the Senior Grants and Operations Manager, the Senior Procurement and Administration Officer will serve as an active member of the Administrations team and be responsible for the management and supervision of general services in Administration, Security, Facilities, Fleet, Assets, Travel, and Procurement for Pact Tanzania head office and its field offices. S/he will supervise staff in the specific functions, manage the procurement cycle, including the purchase and maintenance of office equipment based on the needs of Pact Tanzania, maintenance of the asset register, management of all property leases, ensuring that termination clauses are adhered to; maintenance of adequate insurance cover for theft, fire and all assets; the processing of insurance claims as and when necessary.

Key Responsibilities

Administration

Manage all Pact Tanzania Administrative related services for the Head Office and field offices
Administration of short-term Insurance, Contracts, Leases, and Rental Agreements
Manage all the visits for Pact global staff visiting Tanzania, including the hotel bookings, Invitations, and transport while in Tanzania.
Working in collaboration with HR, manage the staff communications devise (mobile phones) as they become due to the employee.

Procurement

Oversee timely and transparent procurement through effective management support systems, ensuring that Pact Tanzania procurement policies and procedures are followed at an optimal quality/price and that all procurement procedures are properly implemented and adhered to.
Take the lead in developing the annual procurement plan by closely working with all key leaders/budget holders to ensure each project/department procurement plan accurately reflects the procurement activities and budget phasing.
Analyze the consolidated procurement plan and establish the framework agreement to ensure better services from regular suppliers, which will improve procurement efficiency.
Reinforce the appropriate procurement roles/responsibilities of Pact Tanzania budget holders and key leaders through the provision of regular procurement training, coaching, and mentoring, including the provision of technical support to cluster offices.
Provide managerial oversight and technical guidance to the Procurement Officer and the Procurement Assistant as they support the key leaders/budget holders in procurement planning, procurement committees, and other day-to-day activities.
Work with the procurement committee for high-value procurements/tenders to ensure required technical support and compliance.
In line with the Pact Tanzania procurement policies and procedures, establishing Framework Agreements with suppliers for regularly/frequently procured goods and services.
Act as a lead coach and mentor to ACHIEVE Tanzania Local Implementing Partner (LIPs) for all matters related to procurement and administration management capacity building.
Update ACHIEVE Tanzania and Global Leadership with the status of key procurements
Work closely with ACHIEVE global staff to ensure all approvals are obtained

Fleet Management and Travel Services

Implement a fleet management system in line with Pact Tanzania policies and procedures to ensure accountable and efficient use of the vehicle fleet.
Ensure appropriate allocation and safe use of vehicles throughout Pact Tanzania and ensure servicing and maintenance schedules are adhered to.
Ensure staff are sensitized, trained, and held accountable for the safe use of Pact Tanzania vehicles.
Ensure vehicles meet Pact Tanzania Safety and Security requirements.
Maintain/implement an effective vehicle allocation system.
Manage travel and transportation programs for in-country and international official staff travel.

Asset Management

Ensure a centralized Pact Tanzania asset register is maintained, that all assets are logged, issued with unique asset numbers and cards, and are tracked throughout the Pact Tanzania country office.
Ensure all Pact Tanzania field/cluster teams are aware and abide by donor-specific asset regulations.

Facilities Management

Responsible for the management and maintenance of all the Pact Tanzania buildings and facilities to meet all operational, safety, and regulatory requirements.
Serves as the liaison between the building maintenance contractor(s); ensures that maintenance and repairs are done in compliance with applicable regulations and according to specifications of building owners; maintains appropriate maintenance records.
Develops and implements systems for building security and maintenance.
Ensures safety and function of all Pact Tanzania facilities and compliance with OSHA and other laws and regulations of Tanzania.
Develops and implements a centralized purchasing system to support facilities with such items as equipment, supplies, repairs, and maintenance.
Maintains fire alarm and burglar alarm systems (as appropriate) in good working order.
Establishes a system to make regular health and safety inspections of all sites and to quickly resolve identified site issues, including the safety of grounds, parking lots, and other areas used by Pact Tanzania staff.

Supervision of staff

Supervise and manage the Pact Tanzania
Administration and General services department staff.

Promotes staff development through training, counseling, and performance evaluation of the staff of the Pact Tanzania Administration and General services department.
Identifies and develops staffing requirements to meet the needs of the Pact Tanzania Administration and General services department.
All other duties as assigned

Minimum Qualifications:

A bachelor’s degree in business administration, supply chain management, procurement,
or a related field.

6+ years relevant experience or equivalent combination of education and experience.

Additional Qualifications:

Professional certifications such as Certified Professional in Supply Management (CPSM), Certified Supply Chain Professional (CSCP), or Certified Public Procurement Officer(CPPO)can be an asset.

Skills and abilities

Strong analytical and problem-solving abilities.
Capacity to analyze procurement data and make data-driven decisions.
Proficiency in administrative tasks such as office management, facilities management, and budgeting.
Familiarity with administrative software and tools.
Experience in supervising and leading teams.
Strong leadership and interpersonal skills.
Ability to provide guidance and mentorship to junior staff members.
Asset management skills

Instructions on How to Apply:

If you believe you are the ideal person we are looking for, please submit your application letter and a Curriculum Vitae online via email describing why you are the right candidate for this position detailing your experience and three (3) professional referees from your previous and current place of employment. Please send the application online (through Email: humanresourcestz@pactworld.org identifying the position you are applying for in the subject line).

Only the applications sent online will be reviewed.

The closing date for applications is on 18th October 2023

Qualified candidates are strongly encouraged to apply.

Pact is an equal opportunity employer and does not discriminate in its selection and employment practices based on race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity or expression, marital status, disability, genetic information, age, citizenship status, genetic information, matriculation, family responsibilities, personal appearance, credit information, tobacco use (except in the workplace), membership in an employee organization, or other protected classifications or non-merit factors.

Only shortlisted candidates will be contacted.