1) Procurement
• Support with the delivery and implementation of all logistics support systems according to
PENNY APPEAL policies and procedural manuals.
• Register and update procurement tracking sheet on daily bases. Ensure accurateness and correctness in procurement tracking sheet or tracker. Give regular instructions to HO, Field Offices logistics staff to update tracker on weekly basis.
• Full compliance of procurement activities with PENNY APPEAL rules, regulations, policies and strategies; elaboration of the effective internal control, proper design and functioning of a client-oriented procurement management system.
• Review and Prepare detailed tender documents including Requests for Quotations (RFQ), Invitation to Bid (ITB), Expression of interests (EOI).
• Elaboration/establishment of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows in the Procurement Unit, harmonization of the workflows in the office.
• Analyze Proposal/Bids against specifications and RFP/RFQ by technical evaluation, cost analysis and other terms and conditions with the support of Procurement Committee.
• Conceptualization, elaboration and implementation of contract strategy including tendering processes and evaluation, contractor appraisal, evaluation and negotiation of offers, management of the contract and contractor, legal considerations and payment conditions, risk assessment.
• Provide directions and management to local staff including the development of job descriptions and work plans for Procurement & Logistics related roles.
• Prequalification of Vendors, Suppliers and Services Providers.
• Tender Process.
• Most flexible and manage time accordingly, to be prepared to tackle other tasks commensurate with my role, and level of experience, at short notice.
2) Fleet:
• Managing all matters logistics relating to transport and fuel management, to develop understand

• Participating in bid opening meetings, receiving, tabulate bids and prepares comparative statements for further committee decision.
• Ensure that all procurements are carried out in accordance and compliance with NRC standards, Policies and procedures and Donors specific policies.
• Prepare drafts Request for Quotations, Bids documents, Invitation to Bids for all procurement items and services as per Programme and support department need.
• Make sure that procurement files are maintained as per NRC procedure.
• Evaluate purchase requisitions (PR) to ensure that specifications, delivery date and all other requirements are in order.
• Support Programme section in developing supplies plan and raising Purchase Requisitions (PRs) with correct specifications by making sure that the PRs are raised as per approved procedure and authorization table, before receiving them for further procurement process.
• Ensure necessary authorization and approvals are obtained to prepare Purchase Order “PO” ensure distribution and follow-up for timely delivery with respective suppliers for procurement of quality items in timely and cost effective manner.
• Keep record of PRs submitted by requesting department and updating status of each PR in tracking sheet.
• Prepare and share Weekly “Procurement Tracker” with Line Manager.
• Maintain monthly monitoring report of all procurement and NRC Warehouse staff on delivery of items. Follow up on Goods Received Note (GRN), Way Bills and Invoices after delivery.
• Communicate with requesting or technical department for assigning of committee for the quality check of goods and services upon delivery.
• Coordination with the Finance department to ensure that payments to vendors are made on-time and full, and without any unnecessary strain on the financial systems of NRC.
• Manage hard copy and soft copy filing of all procurement documentation and to ensure have none errors in tagging and File No.
• Perform regular market surveys in key

• Implementation of Mobilization Activities
• Help Procurement Manager to develop project procurement plan.
• Prepare and update AVL as CERD, project and operations or programme requirement and consult PM for support.
• Perform delegated tasks to cover same areas of responsibilities as the Procurement Manager, although no negotiation with vendors or purchase agreement approval as per SOP of CERD.
• Receives and reviews Purchase Request (PR) in accordance with the plan and budget from project staff.
• Prepares RFQ, bid analysis for quantity, quality, price, delivery time as per requests of the project.
• Prepare Purchase Orders/Contracts based on quotations analysis and recommendation by the procurement committee.
• Ensures timely procurement of quality goods and services, timely processing of payments, and maintain working relationship with vendors.
• Ensures proper liaison with CERD procurement unit for documentation, compliance etc.
• Liaise with selected contractors and construction related vendors/companies after selection to ensure coordination between requestors/PO and vendor for timely and quality deliveries of goods and services.
• Share copy of PO/contracts with requestors for ensuring timely delivery and inspection of goods and services as per CERD standards.
• Ensure that requestors timely prepare GRN and maintain systematic record of all project procurement transactions.
• Ensure project or programme concerns and receive technical support in all procurements to avoid delays and meet compliance requirements as per CERD standards.
• Ensure timely processing of vendors payment and ensure documentation and compliance requirement before submission to finance section for early processing of payment.
• Ensure that all relevant information on completed purchases or filled properly and systematically.
• Perform and digitize secretarial tasks as necessary (Comparative, PO’s, RFQ’s, WO’s, etc)
• Prepares weekly and monthly PSR (procurement status report) on on-going and completed procurement processes and inform all concerned requestors.
• Update AVL (Authorized vendor list) of classified suppliers after evaluation to meet project operations requirements as directed by Procurement Manager.
• Review requisitions for completeness and accuracy, follow up on discrepancies with the initiating department, and identify available suppliers from (AVL) for Purchase the requisitioning.
• Support in capacity building of the PO and closely work with PM to support CERD respective departments to engage them in the improved supply chain.
• Accompany/ support PM in undertaking field monitoring visits to ensure supply chain, storage, entries to avoid stock outs and supplies reaching to unintended people (corruption).
• Collection of bid documents, bid opening procedures along with noting the minutes of the event as per CERD Procurement procedural manual.
• Prepares bid analysis for quantity, quality, price, delivery time etc after the PC (procurement Committee) open and signs the bids.
• Record and maintain the procurement committee meetings minutes.
• Put together bid document packets, typing, sharing and faxing information to vendors etc.
• Under the direction of Procurement Manager process/ prepare purchase orders are prepared in accordance with the procurement standard/policy.
• Identifies and classifies materials into bulk and specific purpose for purchasing strategy.
• Under direction of Procurement Manager, maintain accuracy of procurement documents, integrity of the procurement process and maintains the original of Purchase Request, Pro-forma Invoice, summery bid analysis, sealed quotation process documents, Purchase Order and Invoice Vendor.
• Maintains continuous dialogue with the requesting concerns and finance staff to foster smooth communication and efficient procurement.
• Maintain procurement master files and records to ensure completeness and accuracy.
• Ensures that purchase requests from Field Offices and Head Office are registered, filed and classified systematically through providing regular and updated specifications on items and supplies.
• Responds adequately and timely to audit queries.
• Planning events for promoting networking gatherings for members to proactively build business relationships.
• Process purchase orders from requisitions, which include entering item descriptions, recalculating figures, assigning a PO number, put in ready to send status.
• Organizing and maintain computerized records containing vendors and bid information’s.
• Other related works as and when assigned by the Procurement Manager.
• Implement and maintain procurement/ Logistics and management procedure as per the company policy.

 Administration:

• Manages daily administrative operations of the organization; provides direct supervision to subordinate employees including planning, assigning, and organizing work.
• Oversees and coordinates the fiscal activity of the department, to include participation in development and management of operating budgets, contracts and/or grants administration (as applicable), inventory management, payroll administration, travel, purchasing, and/or distributions; reviews and reconciles monthly ledgers and reports for unit accounts, and assists with departmental fiscal planning.
• Assists in and provides input to determining strategic objectives for the organization, including research, trend analysis, and compilation and preparation of statistical, regular, and ad hoc reports; assists with program/project development.
• Participates directly in formulation of department policies, ensuring that the fiscal and personnel practices are in compliance with Company regulations, policies, and appropriate laws.
• Arranging for all personnel’s functions, travel arrangements, hotel bookings, requests for disbursements and requisite office supply (purchases of stationery items, postage, courier and complete printing material for the organization).
• Serving as administrative liaison, providing support for daily maintenance of office facilities, case management and processing, records management, collection and reporting of statistics and accounting functions.
• Coordinate environmental health and safety programs for the department; may oversee building maintenance, vehicle fleet operations, security, and other related matters.
• Coordinate activities for ordering Office stationery
• Arrangement of vehicles for all staff for picks and drop purposes.