Job Description

The Procurement Manager will provide procurement leadership and technical support to Jhpiego Tanzania projects, ensuring good procurement practices are followed according to Jhpiego policies and procedures and avail procurement services to clients in a professional and timely manner. S/he will work closely with Jhpiego Tanzania staff and project staff to develop procurement plans, timelines, and procurement practices to ensure projects can deliver their scope on time and within timelines. S/he will develop, implement and maintain sound procurement systems following the organization’s procurement policies and procedures to ensure integrity, smooth running and effective performance of the offices and programs.

Responsibilities

• • Provide overall leadership and mentorship to Jhpiego staff on the development and implementation of procurement plans
  • Ensure Purchase Request are adequate, clear, specific and complete.
  • Check quality and availability of requested items and collect proformas accordingly.
  • Perform purchasing functions including:
    • Sourcing for quotations and negotiating for prices, terms, delivery and after sale services with vendors,
    • Create/prepare a basis for vendor selection and forward it to Jhpiego Baltimore for procurement approval.
    • Raising LPOs and forwarding them to vendors/suppliers
    • Follow up with vendors to ensure timely delivery of goods and services
    • Work with Jhpiego user department to determine specifications for goods and services
    • Ensure all steps involved in the procurement process – distribution of quotation requests, collection of proforma invoices, delivery of Purchase Orders, collection of goods, obtaining Goods Receiving Notes, and final submission of GRNs and receipts to Finance.
    • Responsible for reviewing completeness and accuracy of all documentation from product order to the actual delivery goods, confirming the arrival of the correct quantity and quality of delivered Jhpiego consignments.
    • Ensure timely procurement and proactively identify gaps and make suggestions for improvement.
    • Track the progress of orders using appropriate procurement trackers as necessary and clarify any missing or questionable information received from the clients.
    • Maintain procurement tracking sheet offline or in One Jhpiego, ensure the tracking sheet is updated with the current procurement status.
    • Ensure user/client is frequently informed on the status of their order/ requisition and is updated in One Jhpiego
    • Ensure appropriate vendor management and coordinate timely payment to all vendors.
    • Prepare analysis of bids, compiling bid documents for review by the purchasing committee and assist in setting selection criteria.
    • Maintain and update purchase register and ensure that the request for quotations, bid analysis etc., are prepared according to Jhpiego’s Tanzania procurement standards.
    • Maintain an up-to-date vendor list of classified suppliers, e.g. stationery, hardware, tools, furniture, equipment etc. and make it available upon request.
    • Regularly update (bi-annually) suppliers’ price data and refer to same in support of finance & operations procurement analysis & budgeting.
    • Prepare payment requests and follow up on collection/ delivery of checks where relevant.
    • Work with Finance Unit to process the settlement of all invoices received from vendors.
    • Ensure that itemized documentation (copy of voucher, invoices, receipts, purchase requests, purchase order receiving notes etc.) is established and maintained for each purchase.
    • Maintain VAT tracking and VAT refund tracking template and work closely with VAT focal person to ensure VAT utilization report is prepared and submitted to TRA
    • Work with VAT outsourced company if engaged or with staff VAT focal person to ensure that VAT exemptions form 220 is attached to every LPO forwarded for approval
    • Keep documentation related to donation/handover of materials to the third party. Give Finance a copy of such documentation for necessary adjustment on asset records.
    • Build the capacity of sub-grantees on procurement and supplies /equipment management.
    • Perform any other related duties as assigned by the immediate supervisor.

Required Qualifications

• • • Master/Degree in Procurement and Supplies or related field
    • Minimum of 6 to 7 years of prior work experience in procurement functions Experience in Purchasing and Supply Management (CIPS preferred)
    • Experience in logistics/supply chain management, including supply planning and public health procurement commodities management desirable.
    • Ability to work comfortably with Microsoft Office software, specifically Word, Excel, Access and PowerPoint.
    • Minimum 3 years of relevant experience (experience in USG funded international organizations is an added advantage).
    • Experience in collecting and analyzing data

Preferred Qualifications

• • Strong interpersonal, facilitation, and written communication skills in English; fluency in Kiswahili required.
  • Strong experience translating approved work plans into coordinated regional implementation, tracking progress, and addressing operational bottlenecks.

• Provide overall leadership and mentorship to Jhpiego staff on the development and implementation of procurement plans
• Ensure Purchase Request are adequate, clear, specific and complete.
• Check quality and availability of requested items and collect proformas accordingly.
• Perform purchasing functions including: Sourcing for quotations and negotiating for prices, terms, delivery and after sale services with vendors, Create/prepare a basis for vendor selection and forward it to Jhpiego Baltimore for procurement approval. Raising LPOs and forwarding them to vendors/suppliers Follow up with vendors to ensure timely delivery of goods and services Work with Jhpiego user department to determine specifications for goods and services Ensure all steps involved in the procurement process – distribution of quotation requests, collection of proforma invoices, delivery of Purchase Orders, collection of goods, obtaining Goods Receiving Notes, and final submission of GRNs and receipts to Finance. Responsible for reviewing completeness and accuracy of all documentation from product order to the actual delivery goods, confirming the arrival of the correct quantity and quality of delivered Jhpiego consignments. Ensure timely procurement and proactively identify gaps and make suggestions for improvement. Track the progress of orders using appropriate procurement trackers as necessary and clarify any missing or questionable information received from the clients. Maintain procurement tracking sheet offline or in One Jhpiego, ensure the tracking sheet is updated with the current procurement status. Ensure user/client is frequently informed on the status of their order/ requisition and is updated in One Jhpiego Ensure appropriate vendor management and coordinate timely payment to all vendors. Prepare analysis of bids, compiling bid documents for review by the purchasing committee and assist in setting selection criteria. Maintain and update purchase register and ensure that the request for quotations, bid analysis etc., are prepared according to Jhpiego’s Tanzania procurement standards. Maintain an up-to-date vendor list of classified suppliers, e.g. stationery, hardware, tools, furniture, equipment etc. and make it available upon request. Regularly update (bi-annually) suppliers’ price data and refer to same in support of finance & operations procurement analysis & budgeting. Prepare payment requests and follow up on collection/ delivery of checks where relevant. Work with Finance Unit to process the settlement of all invoices received from vendors. Ensure that itemized documentation (copy of voucher, invoices, receipts, purchase requests, purchase order receiving notes etc.) is established and maintained for each purchase. Maintain VAT tracking and VAT refund tracking template and work closely with VAT focal person to ensure VAT utilization report is prepared and submitted to TRA Work with VAT outsourced company if engaged or with staff VAT focal person to ensure that VAT exemptions form 220 is attached to every LPO forwarded for approval Keep documentation related to donation/handover of materials to the third party. Give Finance a copy of such documentation for necessary adjustment on asset records. Build the capacity of sub-grantees on procurement and supplies /equipment management. Perform any other related duties as assigned by the immediate supervisor.

• Ability to work comfortably with Microsoft Office software, specifically Word, Excel, Access and PowerPoint.
• Experience in collecting and analyzing data
• Strong interpersonal, facilitation, and written communication skills in English; fluency in Kiswahili required.
• Strong experience translating approved work plans into coordinated regional implementation, tracking progress, and addressing operational bottlenecks.

• Master/Degree in Procurement and Supplies or related field
• Minimum of 6 to 7 years of prior work experience in procurement functions Experience in Purchasing and Supply Management (CIPS preferred)
• Experience in logistics/supply chain management, including supply planning and public health procurement commodities management desirable.
• Minimum 3 years of relevant experience (experience in USG funded international organizations is an added advantage).