Global Procurement and Logistic Coordinator
Position type and closing date
Status: Single Posting
Location: to be determined
Duration of contract: two years’ contract (with possible extension)
Start date: as soon as possible
Deadline for application: 1 March 2025
Lutheran World Federation (LWF) World Service (WS)
LWF World Service is the humanitarian and development arm of the Lutheran World Federation. We are a widely recognized, international, faith-based organization working in over twenty countries. We seek to bring people of all backgrounds together in the common quest for justice, peace, and reconciliation in an increasingly complex and fragmented world.
A commitment to the human rights of every individual, regardless of their status, guides our work, actions, and operations. We are particularly known for our timely, compassionate, and professional humanitarian work, and for our field presence in hard-to-reach areas. Our work is people-centred and community- based. Above all, we work with the most vulnerable, and in order to claim and uphold their rights, we engage proactively with local government and community structures.
For additional information, please see www.lutheranworld.org/WorldService.
Purpose
The Global Procurement and Logistics Officer’s primary responsibilities will be to build capacity in LWF Country Programs in procurement and logistics by providing a helpdesk service, conducting procurement and logistics spot checks, as well as procurement and logistics training, and establishing and coordinating a platform bringing together staff responsible for / involved in procurement and logistics in the Country Programs. (S)he will be expected to make proposals to improve procurements and logistics systems and help develop and update relevant guidelines. (S)he will work closely with Country Programs to ensure that procurement and logistics activities are in line with the LWF’s procurement and logistics manual.
Required qualifications
University degree in Procurement, Logistics and Supply Chain Management, BBA, or equivalent.
At least 5 years of professional experience in Procurement, Logistics, Asset and Warehouse/Fleet Management with reputable organization.
Proved experience in conducting and/or facilitating trainings and capacity building paths with knowledge transfer goals.
Good command of MS Excel, MS Word and Power BI.
Knowledge, skills and experience
Strong oral, written, communication and interpersonal skills.
Good problem solving, decision making, interpersonal, communication and negotiation skills.
Self-Organized, team player and ability to work under limited supervision.
Ability to coordinate with vendors and Country Programs in a transparent manner.
Ability to work under pressure to meet tight deadlines.
Ability to exercise sound judgment, to remain flexible to a changing environment, and to make decisions independently.
Commitment to excellence and high-quality results.
Language Skills
English: Fluency in both written and verbal.
LWF Core Skills
Analytical thinking – Level advanced*
Achieving results – Level resource
Accountability – Level resource
Initiative – Level advanced
Leadership – Level advanced
LWF Functional Skills
Financial/Administration – Level resource
Facilitation / Negotiation – Level resource
Resource Management – Level advanced
People Management – Level advanced
Capacity building/ Training – level advanced
LWF 3 skills levels are: basis – advanced – resource.
Main duties
Helpdesk services
Promote and manage the on-demand helpdesk providing technical support and advice to the LWF Country Programs on procurement and logistics matters.
Collect and use inquiries from the help desk for case studies and practical examples to update the FAQ.
Establish and coordinate an information sharing platform for Country program staff responsible or involved in procurement and logistics in the Country Programs.
E-procurement system
Provide continuous support to the consultants responsible for the development and maintenance of the e-procurement system.
Roll out and ensure the appropriate use of the e-procurement system (100% of Negotiated and Open tender procedures + 50% of all simple procedures to be processed through the e-procurement system by the end of 2025).
Support and advocate the use of the most conservative, value-for-money oriented and cost-effective procurement procedures, setting adequate targets as tailorized as possible by Country/Region.
Monitor transaction volumes in E-Procurement for each country program (CP) on a periodic basis to assess performance, and report findings to stakeholders at the CP level and to Global Coordination Office.
Act as the focal point for identifying deficiencies, additional reporting needs, and implementing improvements and developments to enhance and facilitate the usage of the E-Procurement system in a best way.
Capacity building
Support with the development and maintenance of e-learning training courses on the procurement and logistics management.
Support the recruitment process of new procurement and logistics staff and provide induction sessions (at least at the manager and coordinators levels and on demand basis according to CPs and HR assistance requests).
Conduct face-to-face or online training workshops on general or specific elements of the procurement manual and logistics manual (supply chain management, efficient management of equipment, stock/inventory management, procurement and logistics planning, etc.) and on the E-procurement system.
Provide support on Fleet Management (efficient fleet planning, vehicle use policy, reports on vehicles’ performance, logbooks reviews and analysis, fuel monitoring, etc.).
Provide support on Procurement Plan preparation.
Assess the current capacity in each Country Program, review the JDs and advise on the country procurement and logistics team configuration.
Global data analysis
Conduct mapping exercises and surveys to collect and analyses procurement quantitative and qualitative data (e.g.; actual value of procurement per Country Program, most commonly purchased items per Country Program etc.).
Develop Global dashboards related to procurement and logistics.
Ensure dashboard links from e-procurement system to new WS website give more visibility to major tenders.
Help ensure that market surveys are conducted every two years in accordance with the procurement manual.
Derogations
Support Country Programs to identify the appropriate derogations and to develop the requests.
Assist Regional Program Coordinators and the Head of International Program with derogations.
Audits
Conduct remote spot-checks to ensure that all necessary documentation for procurement and logistic (i.e., procurement plan, supply requisitions, quotations, bid documents, stock reports, physical inventory, etc.) are archived properly.
Perform on-site audits in order to verify compliance and operational standards in the Country Programs.
Proceed with regular remote controls and tests as a fraud deterrence process.
Asset Management
Ensure that updated fixed asset registers are properly maintained by each Country Program in Activity Info.
Assist Assets & Warehouse staff in spot checks and inventory management.
Review monthly stock and inventory reports and proceed with consistency and accuracy checks in collaboration with Finance.
Maintain a database with the on-going rental agreements.
Other
Coordinate with other World Service Teams on cross-cutting issues involving procurement (Tech Solution, Finance, etc.).
Stay updated on international procurement requirements and standards and lead the UNHCR pre-qualification process.
Maintain files on SharePoint of correspondences, reports and supporting documentation.
Perform any other duties that may be assigned from time to time by his/her designate.
Facilitate training to Country Programs’ colleagues.
Applicants are required to uphold the core values of our organization.
How to apply
To apply please click on the following link:
https://lutheranworld.hire.trakstar.com/jobs/fk0p722?cjb_hash=O_fHMw82&apply_now=true