Procurement Manager Sassu

6 months ago

Cape Town, South Africa Doctors Without Borders | Médecins Sans Frontières Full time

**OVERALL RESPONSIBILITIES**
- Aligning with OCB and GPU’s Procurement strategy, define and implement a local/regional procurement strategy to be updated yearly in response to the customer’s needs. When required, articulate with OCB Procurement teams, the implementation of a global procurement strategy which can benefit to SASSU customers, by liaising with the suppliers, leading negotiations etc.
- Share this information with SASSU team and delegate tasks where applicable
- Manage and develop the procurement team, expertise and efficiency. Set yearly goals that are evaluated.
- Compile and update the procurement SOP’s and related documents as it pertains to the SASSU Quality Management System (QMS).
- Support and collaborate with the Regional Procurement Manager to conduct market research and benchmark analysis (including benchmark with MSF Supply and other MSF entities) in order to compare options when sourcing. Report to the Network Manager, and the identified stakeholders (ESC’s, GPU, RPM, other Technical Referents for Medical and Logistics products, Southern African Missions ) any market evolution/change that could influence the Procurement portfolio.
- Analyze the historical and forecasted procurement expenses of all sections/missions in the Southern African Region in order to:

- Have a comprehensive and in depth understanding of SASSU customers’ needs
- Identify the categories/items to focus on and define adequate strategic approach
- Identify opportunities to pool procurement wherever possible, rationalize the portfolio of products and rationalize or enlarge the supplier database
- Organise annual market consultations and tenders, including travelling when requested, to participate in commercial negotiations.
- Organise annual market consultation in order to have a good knowledge of market dynamics and to perform external benchmarks.
- Ensure that good quality medical items procured are guaranteed as procured from MSF approved sites with appropriate shelf life. Liaise with Regional Pharmacists and SASSU Regulatory Pharmacist for technical and quality aspects (The Regional Pharmacists and Regulatory Pharmacists is normally in charge of it)
- Organise and coordinate tenders involving all stakeholders (including counterparts from other ESC, technicians ) in order to select the best offered products.
- Prepare and lead negotiation with intent to reach an agreement which can results in implementation of a contract or a SLA.
- Implement SLA and/or contracts with supplier for all significant amounts of purchase
- Record and archive tenders and details of the negotiation process
- Manage relationship with suppliers to ensure expected quality of service is provided:

- Implement KPI to follow the supplier’s performance
- Evaluate overall performance in liaison with the desk officers
- Solve disputes with vendors
- Meet to debrief on operational issues and define follow up corrective action plans when necessary
- Continuously update, control and maintain the quality of data related to suppliers.
- Create and update supplier information files, purchase prices under contract and preferred supplier database. (delegate)
- Monitor and control inconsistencies regarding commercial information of suppliers.
- Ensure OCB procurement methodology, analysis, and tools are used, update SASSU’s purchase procedure whenever necessary, collect and develop good practices in collaboration OCB Procurement Team with the objective to improve the level of expertise at Southern Africa Missions’ level.
- Implement and follow up of the Procurement Performance indicators:

- Estimated savings included in budget achieved savings
- Number of negotiations completed
- Data quality related to suppliers
- Decrease in non-conformities
- Suppliers KPI improvements
- Lead time of response from the procurement department
- Provide the procurement compliance documentation for internal/external audits

**Additional Tasks**
- Liaise with the SCTL and Customs and Transport officer to ensure transportation of goods within the region are done in the most cost-effective manner. Responsible for the implementation of transporters selection resulting from the transport tender and monitoring the transporters’ performance follow-up in relation to contract conditions. Collaborate with RPM on MIFAT when required.
- On request, perform any additional duties given by the direct supervisor in order to allow the organization to function optimally.
- **Scope of Activities**
- The activities of the Procurement Manager is related mostly to the needs of the Southern Africa Supply Support Unit’s (SASSU) regional procurement activities and the entity’s mandate to support all the Southern Africa missions. (OCB, OCG, OCBA and OCP currently) as well as support to Central and East Africa region if required.
- On ad-hoc basis, it also supports other missions from MSF worldwide.
- **Communication**
- Reporting
- Prepare monthly report of procurement act

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