The Procurement and Logistic Officer is responsible for ensuring the smooth operation of procurement and logistics functions under the direct supervision of the Project Manager of KBL Office and Program Coordinators at Tokyo Headquarters. A detailed overview of its key responsibilities is as follows:
1. Procurement:
l Purpose: To manage and oversee all procurement activities, ensuring that goods and services are acquired in a timely, cost-effective, and transparent manner.
l Scope: Includes procurement planning, supplier management, contract negotiation, and compliance with organizational and donor policies.
2. Logistics:
l Purpose: To manage and oversee all logistics operations, ensuring timely and efficient support for the organization's programs and activities.
l Scope: Includes transportation, warehousing, inventory management, and coordination with suppliers and partners.
Responsibilities and Tasks:
1. Procurement:
l Procurement Planning:
· Develop and implement procurement plans in line with project requirements and timelines.
· Conduct market research to identify potential suppliers and assess market conditions.
l Supplier Management:
· Identify, evaluate, and select suppliers based on quality, cost, and delivery capabilities.
· Maintain and update a database of approved suppliers and contractors.
l Contract Management:
· Prepare and manage contracts, ensuring compliance with terms and conditions.
· Negotiate contract terms to achieve the best value for the organization.
l Compliance and Reporting:
· Ensure all procurement activities comply with organizational policies, donor requirements, and legal regulations.
· Prepare regular reports on procurement activities, including performance metrics and challenges.
l Coordination and Communication
· Internal Coordination: Work closely with Project and Finance Teams to understand procurement needs and ensure alignment with project goals.
· External Coordination: Liaise with suppliers, contractors, and regulatory authorities to facilitate procurement processes.
l Others
· Human Resources related admin tasks: Reviewing and revising the Staff Employment Contract as needed. Compiling the Staff Daily Report every month and submit to Tokyo Headquarters.
· Provide technical support, schedule, and assign tasks to team members for timely implementation of procurement activities.
· Cooperate with auditors during post-review and independent procurement reviews.
· Travel to project sites to address procurement-related issues and conduct surveys.
· Perform other tasks as assigned by the supervisors.
2. Logistic:
l Procurement:
· Managing the procurement process for project activities and office supplies, equipment, and services. This includes tendering, contract management, and compliance with procurement policies.
l Fleet Management:
· Overseeing the maintenance and operation of the organization's vehicles, including scheduling, repairs, and insurance.
l Inventory Management:
· Keeping track of all assets, ensuring proper labeling, and maintaining an up-to-date inventory database.
l Office Maintenance:
· Ensuring the smooth running of office facilities, including equipment maintenance and repairs.
l Logistics Support:
· Providing logistical support for field operations, including transportation and supply chain management.
l Coordination and Communication:
· Internal Coordination: Working closely with other departments to ensure logistical needs are met.
· External Coordination: Liaising with suppliers, contractors, and local authorities to facilitate logistics operations.
l Reporting and Accountability:
· Reporting: Regularly updating management on logistics activities, challenges, and performance.
· Accountability: Ensuring transparency and accountability in all logistics processes, adhering to organizational policies and standards.
Competencies and Skills
1. Procurement:
- Technical Skills: Proficiency in procurement management software and tools.
- Organizational Skills: Strong ability to manage multiple tasks and prioritize effectively.
- Communication Skills: Excellent verbal and written communication skills.
- Negotiation Skills: Ability to negotiate effectively with suppliers and contractors.
2. Logistic
l Technical Skills: Proficiency in logistics management software and tools.
l Organizational Skills: Strong ability to manage multiple tasks and priorities.
l Communication Skills: Effective communication with team members and external partners.
l Problem-Solving Skills: Ability to address and resolve logistical challenges efficiently.
