Deputy Manager, Admin and Procurement

Position Summary

JAAGO Foundation Trust is seeking a dedicated and accomplished Deputy Manager, Procurement and Asset Management to take a leadership role in managing donor-funded projects. In this pivotal position, the Deputy Manager will not only oversee the organization's procurement processes and asset management but will also contribute directly to the success of the innovative project by ensuring seamless coordination and efficient logistical support

Job Responsibilities

Procurement Planning and Vendor Management:

• Facilitating procurement for purchasing goods and services according to JAAGO Foundation Trust Procurement policy ensures donor compliance issues and maintains on-time delivery to JAAGO and other affiliated subsidiaries.
• Assisting the team colleagues in performing their responsibilities with thorough compliance.
• Supporting the direct & indirect supervisors in achieving the organizational goals.
• Ensuring maximum satisfaction of the stakeholders by providing the right products to the right customers at the right time, place in the right condition, and quantity at the right cost.
• Maintaining a close relationship with concerned programs, enterprises, accounts department and other internal & external stakeholders in order to ensure smooth operation at the lowest possible cost.
• Making RFQ as per JAAGO Foundation Trust according to threshold value. Prepare bid analysis based on recommendations provided by the procurement committee members.
• Monitoring the product delivery and making product specifications if needed.
• Inspection of product when necessary.
• Processing the bills for payment.

Sourcing and Negotiation:

• Source and select suppliers through competitive bidding processes.
• Conducting regular sourcing for better supply market exploration and reducing the inventory level by ensuring the lead time properly.
• Negotiate contracts, terms, and pricing to obtain the best value for the organization.

Compliance and Policy Adherence:

• Ensure compliance with organizational policies and procedures in all administrative and logistical activities.
• Stay informed about relevant laws and regulations related to procurement, travel, and general administration.
• Conduct periodic reviews to assess compliance and propose improvements.
• Scrutinising, approving and recommending the purchase documents of team members as per the financial authority

Cost Control and Quality Assurance:

• Monitor and control procurement budgets, minimizing unnecessary expenses.
• Identify cost-effective procurement methods and alternatives.
• Collaborate with quality control teams to ensure that procured goods and services meet specified standards.

Inventory and Asset Management:

• Oversee inventory levels, ensuring optimal stock levels while avoiding overstocking or shortages.
• Ensure maintain the Stock register and update regularly.
• Ensure to conduct physical inventory verification and prepare report for management.

Administrative Support:

• Oversee day-to-day administrative tasks, including managing office supplies, equipment, and facilities.
• Assisted in organizing meetings, workshops, and events, ensuring all logistical requirements were met.
• Maintain accurate records of administrative expenses and ensure adherence to budgetary guidelines.
• Provide administrative support in drafting correspondences, preparing reports, and managing documentation.

Logistics Coordination:

• Coordinate logistics for project events, workshops, and training sessions, including venue booking, transportation, and accommodation arrangements.
• Collaborate with external vendors and service providers to ensure timely delivery of services and supplies.
• Manage inventory and procurement processes, adhering to organizational policies.
• Develop and implement efficient systems for tracking logistics and inventory.

Travel Arrangements:

• Facilitate travel arrangements for project staff, including booking flights, accommodations, and transportation.
• Ensure compliance with travel policies, obtain necessary approvals, and track travel-related expenses.
• Provide guidance to staff on travel protocols and ensure adherence to safety standards.

Documentation and Reporting:

• Maintain organized and up-to-date records of administrative and logistical activities.
• Prepare regular reports on administrative expenses, logistics coordination, and related matters.
• Support the Project Manager in compiling necessary documentation for reporting purposes.
• Assist in the development and implementation of data management systems.

Communication and Coordination:

• Liaise with internal teams and external partners to coordinate administrative and logistical requirements.
• Communicate effectively with vendors, service providers, and other stakeholders to ensure seamless operations.
• Facilitate communication between project team members regarding logistical arrangements.
• Serve as a point of contact for administrative inquiries and provide timely responses.

Team Collaboration:

• Collaborate with the finance team to reconcile administrative and logistical expenses.
• Support other team members with administrative needs, fostering a collaborative work environment.
• Participate in team meetings, providing insights on logistical considerations and potential improvements.

Emergency Response:

• Develop and implement contingency plans for emergencies related to logistics and administration.
• Ensure the availability of necessary resources for emergency response and evacuation procedures.
• Conduct regular drills to test the effectiveness of emergency response plans.

Qualifications

Education:

• Bachelor's degree in Business Administration, Management, Supply chain management or a related field.

Experience:

• 4-6 years of job experience in the relevant field, especially in the NGO/INGO sector. Special preference for experience in EU related project implementation.

Skills and other competencies:

• Proven experience in administrative and logistics roles, preferably in the development sector.
• Strong organizational and multitasking skills, with attention to detail.
• Effective communication and interpersonal abilities.
• Proficiency in office software (Microsoft Office suite) and administrative systems.
• Knowledge of procurement processes and logistics coordination.
• Familiarity with relevant laws and regulations governing administrative functions.
• Ability to work collaboratively in a team-oriented environment.

JAAGO is an equal employment and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, gender, national or ethnic origin, age, marital status, disability, veteran status or any other status or characteristic protected under applicable law.

JAAGO is also committed to safeguarding the safety, dignity and well-being of children, young people and other vulnerable groups. All applicants must share this commitment, will be required to adhere to JAAGO’s Safeguarding Policy and Code of Conduct if appointed, and may be subject to pre-employment reference and background checks and mandatory safeguarding training.