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Procurement and Logistics Coordinator, Benin
The Clinton Health Access Initiative, Inc. (CHAI)
Country Programs - Benin
Full-time
Expired
Posted 8 months ago
Job Description

The Clinton Health Access Initiative, Inc. (CHAI) is a global health organization committed to our mission of saving lives and reducing the burden of disease in low-and middle-income countries. We work at the invitation of governments to support them and the private sector to create and sustain high-quality health systems.


CHAI was founded in 2002 in response to the HIV/AIDS epidemic with the goal of dramatically reducing the price of life-saving drugs and increasing access to these medicines in the countries with the highest burden of the disease. Over the following two decades, CHAI has expanded its focus. Today, along with HIV, we work in conjunction with our partners to prevent and treat infectious diseases such as COVID-19, malaria, tuberculosis, and hepatitis. Our work has also expanded into cancer, diabetes, hypertension, and other non-communicable diseases, and we work to accelerate the rollout of lifesaving vaccines, reduce maternal and child mortality, combat chronic malnutrition, and increase access to assistive technology. We are investing in horizontal approaches to strengthen health systems through programs in human resources for health, digital health, and health financing. With each new and innovative program, our strategy is grounded in maximizing sustainable impact at scale, ensuring that governments lead the solutions, that programs are designed to scale nationally, and learnings are shared globally.


At CHAI, our people are our greatest asset, and none of this work would be possible without their talent, time, dedication and passion for our mission and values. We are a highly diverse team of enthusiastic individuals across 40 countries with a broad range of skillsets and life experiences. CHAI is deeply grounded in the countries we work in, with majority of our staff based in program countries. Learn more about our exciting work: http://www.clintonhealthaccess.org

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CHAI is an Equal Opportunity Employer, and is committed to providing an environment of fairness, and mutual respect where all applicants have access to equal employment opportunities. CHAI values diversity and inclusion, and recognizes that our mission is best advanced by the leadership and contributions of people with diverse experience, backgrounds, and culture.

Position Overview

CHAI is seeking a highly motivated individual with strong analytical ability and communication skills to fill the role of Procurement and Logistics Coordinator to be based in Cotonou. The Coordinator will work as a member of the CHAI Benin’s Finance and Operations team and work alongside Program Managers to achieve open transparent and objective procurement activities, as well as support with logistics for programs. Under the supervision and guidance of the Country Lead, the Procurement and Logistics Coordinator shall support the procurement of program operational supplies in an efficient, timely and cost-effective manner.

This Coordinator will assist in the procurement, receipt, warehousing, distribution and monitoring of CHAI’s supplies and equipment to assist-government projects in support of the country programs in Benin and ensure best procurement of all services including consultancies of all types. The individual will also support program logistics in line with CHAI values of urgency and entrepreneurialism.

Responsibilities

Procurement:

  • Support country office supply planning process and its execution
    • Conduct market and intranet research to ensure adequate price information, realistic in-house prices are set in the planning stages.
    • Liaise with all programs to ensure the country office supply and procurement plans are in place and collated.
    • Ensure all collated supply plans are well documented, stored and monitored for proper execution.
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  • Support in market survey and maintain an effective and robust supplier database.
      • Conduct research on open market and intranet to pre-qualify suitable vendors as need arises and ensure adequate records of these vendors.
      • Maintaining a chronological filing system for vendors. Ensure regular updates to the record of prequalified suppliers.
      • Ensure prompt update of the procurement supporting documentation into the procurement folder on Box.
      • Analyze vendor performance at the end of every year and recommend non-performing vendors to senior management team for appropriate actions.
      • Conduct due diligence checks to ensure value for money
  • Support program and operations colleagues in the issuance of purchase requisitions
    • Interact with program and operations teams in the preparation and issuance of appropriate documents i.e., supply requisitions (accuracy in the specifications, budget estimates, realistic Delivery At Terminal (DATs).
    • Supervise and verify the procurement of materials according to project or program needs.
    • Undertake reconciliation and adjustments of expenditures on requisitions, recording proof of delivery for Goods in Transit (GIT) updates, monitoring of contracts for closure.
    • Responsible for order placement of office supply and demand
    • Ensure alignment, material replenishment and delivery times to ensure they are on time and good condition.
    • Prepare the purchase orders for approved purchases by the country leadership and any other senior program managers.
    • Keep a record of all issued purchase orders and ensure that they are matched against vendor invoices and payments.
  • Prepare bidding documents, evaluation reports to senior management team, raise POs, sets realistic Deliver At Terminals (DAT) to ensure prompt delivery and keeping adequate records of all transactions
    • Prepare bidding documents (e.g., RFQ/RFP, Invitation To Bid) circulation same to CHAI registered vendors, conduct bid opening in liaison with Programs.
    • Liaise and work with the procurement committee to review and update the criteria selection for supplier selection.
    • Support bid tabulation, provide evaluation reports to the appropriate managers, procurement committee members, technical staff that demonstrates a transparent and effective/efficient procurement process.
    • Raise purchase orders (PO).
    • Monitor POs to ensure CHAI obtains delivery promptly and according to the set Deliver At Terminals.
    • Conduct pre-delivery inspection of high value POs documenting the results and filing them appropriately.
    • Prepare monitoring and reporting information for senior management team on status of POs and requisition on weekly basis for effective monitoring of performance indicators.
    • Serve as secretary to the senior management team’s Procurement/Bid Committee.
  • Support in knowledge management and capacity building of both supply/administrative and program colleagues
    • Conduct end user monitoring in liaison with program colleagues and record gaps in the process.
    • Support capacity development activities to colleagues and government partners related to performance monitoring, good procurement and logistic practices.
    • Prepare training materials and participating on exercises pertaining to supply and supply chain value.
    • Ensure effective implementation of annual budgets on projects and programs.
    • Coordinate utilization plans for annual budgets including cash flow projections for ongoing projects.
    • Monitor and Evaluation of procurement plans, programs, procurement records and practices to ensure effective budget performance.
    • Coordinate procurement audit and training programs.
  • Supplier Management
    • Coordinate the feedback and communication to all bidders to ensure an effective and transparent system that communicates positive and or constructive feedback to the bidders in a timely manner.
    • Develop and maintain an annual vendor list and ensure that each selected/identified vendor has an operating contract and that this contract is managed for successful performance.
    • Manage and handle vendor agreements, other office contracts (rent, service etc.) and contractual relationships and monitor office expenditures.
  • Risk Management and Communications
    • Proactively identify risks for fraud/fund misuse and inform Country Lead for mitigation/management.
    • Deal with customer complaints or issues.
    • Follow up with suppliers, as needed, to confirm or change orders.
    • Review and analyze supplier performance against purchase order/ requirements to establish relevance and performance to provide performance feedback to both CHAI Benin leadership and the supplier.

Logistics:

  • Assist in the planning, coordination, logistics and execution of meetings and events, including coordination with external parties and organization on location, food, transportation, etc.
  • Other responsibilities as assigned by the Country Lead

Qualifications

  • A minimum of a bachelor’s degree or graduate certification in Business Management, Procurement, Accounting, or a similar relevant field preferred.
  • At least two (2) years of experience in office management /procurement and/or finance, or in a similar position in the private or public sector.
  • Ability to manage multiple tasks simultaneously, prioritize and work independently.
  • Ability to communicate effectively and proactively on work related activities and issues.
  • Ability to solve problems, identify and evaluate appropriate solutions to issues.
  • Ability to record and process financial information appropriately.
  • Knowledge of Benin Fiscal law.
  • Attention to detail and good organizational skills.
  • Proven ability to use and develop management and tracking systems.
  • Strong written and oral communication skills.
  • Good computer skills (MS Word, Excel, and Outlook).
  • Fluency in English and French.

Advantages:

  • Possession of related and relevant certifications in procurement
  • Experience working for an NGO or International Development Organization.
  • Proficiency in purchasing software.

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