mchoguma

SKILLS • Vehicle fleet management—vehicle insurance, licensing, servicing, fuel management, vehicle movements control. • Budgeting and cost control—preparing yearly logistics department budgets and contributing to the overall program budget. • Camp preparation & management- set up, management of the camp • Administration & asset management—managing the asset register, monitoring security and maintenance services, supplies management, staff supervision, filing. • Writing professional reports—monthly logistics reports, fleet and fuel management reports, assets report, warehouse reports. • Staff management—supervising logistics staff and ensuring smooth running of the logistics function and support to operations. • Procurement and importation—creation of procurement plans and ensuring goods availability when needed, importation of goods as required. • Stock, inventory, and asset management—ensuring that program materials of the right quantity and quality are in the office/ field/ warehouses as required. • Security—ensuring proper functioning of all communication and security equipment, risk control experience, and contingency planning. • Communication—supplier negotiation, team management, networking with program partners and stakeholders. • Computers—Unified Logistics System, Aggresso Logistics System, Microsoft Office Generic responsibilities • Ensure that the country set up for logistic complies with Logistic handbook, policies, and donor requirements • Implement logistics systems and procedures and develop country specific SOPs to ensure good practices in place • Capacity building and support of logistic and non-logistic staff with logistical responsibilities • Conduct periodic compliance checks and implement quality control measures of country logistic functions • Managing timely procurement processes for national and international purchasing and tenders • Analyse and manage market assessments within the scope of work and at the request of programme/project developers • Ensure proper donor compliance and internally reporting is accurately documented for the delivery of goods and services • Ensure that resources are utilised in most efficient and effective ways • Ensure anti-corruption, transparency and cost-efficient focus in procedures and trainings • Establish filing systems/archives according to logistics standards in all offices • Initiate and maintain necessary leases, licenses and contracts with relevant authorities and suppliers Procurement & Logistics Manager | PSH | January 2022–Present Duties and Responsibilities: 1. Procurement Management • Reviews and approves bid analysis compiled by Procurement Officers • Negotiates for better value for money with vendors where necessary. • Reviews and approves Purchase Orders in QBE • Approves Purchase Orders by way of signing, in line with approval threshold limits. • Manages the tendering processes, that is advert flighting, tender submission review, adjudication up to final award in line with donor and PSI regulations. • Raises purchase requisitions for procurements done through Washington DC 2. Import and Export Management • Liaises with import vendors to obtain pre-clearance shipping documents. • Compiles and submits customs duty rebate applications to ZIMRA for approval. • Liaises with 3rd party clearing agent(s) for customs clearing related issues. • Processes permit waivers for medical devices (e.g. condoms, equipment) • Requests for Consignment Based Conformity Assessment (CBCA) waiver approval from the Ministry of Industry and Commerce for qualifying / liable imports. • Liaises with foreign and international vendors for material or equipment requiring exportation out of Zimbabwe, to obtain justification and documentation. • Compiles CD1 application documents for exportation of materials (e.g. samples, quality assurance, destructive testing) and submits to our banker for CD1 processing. • Liaises with clearing agent(s) and freight companies to effect the exports • Follows through with the bank for acquittal of the CD1s. 3. Contract Management • Reviews and gives input on contract terms and clauses as compiled by Contracts Officer • Acts as first point of contact for the Contracts Officer and vendors regarding contract management issues • Reviews and approves contracts within approval threshold. • Reviews contract register and shares input with Contracts Officer 4. Logistics Management • Facilitates and approves field visits by logistics officers. • Reviews and provide feedback on logistics reports . • Liaises with warehouses and site staff for smooth implementation of recommendations. 5. Supplier Performance Management • Monitors supplier performance through tracking pricing consistencies, delivery timeline adherence and quality issues • Manages supplier accounts through tracking payment status with respective procurement officers. • Stipulates standard operating conditions for PSI with regards to payment terms, expected lead times and delivery conditions (e.g. cold chain supply, packaging units) • Manages vendor list through new vendor creations, suspensions and changes in vendor details. 6. Reporting and Status Updates • Runs and periodically reviews PO and RQ status reports to monitor buyer performance (PO222, PO234, PO Tracker report) • Shares periodic status update reports with users. • Analyses and tracks procurement plans as a tool for tracking projected spend and triggering submission of requests by users. • Provides requester back-up training and setting up new Lawson requester profiles. • Runs, analyses and performs Lawson month-end closing procedures for the PO module prior to the finance module being closed. 7. Staff Management • Supervises and monitors vacation leave scheduling and approvals for Senior Procurement Officers, Contracts Officer, Logistics Officers and Procurement Officers • Identifies training needs and facilitate training of staff to enhance job performance. • Holds bi-weekly sectional update meetings with staff. • Drives the setting of annual performance and development plans and conducts performance appraisals for supervised staff. • Mentors and coaches staff to develop them, and for succession planning • Participates in the recruitment, training and development of a competent staff pool, in close collaboration with Director Supply Chain and Human Resources department. • Participates in disciplinary hearing sessions as requested by Human Resources department. 8. Compliance / Audit Management • Provides information as and when required by the audit team (internal, external, donor, global) • Prepares draft audit responses and shares with Director Supply Chain for review. • Implements audit recommendations .

• Coordinating the supplies to the operational units and for controlling the vehicle fleet—logistical control, purchasing, supplying, stores supervision, and daily control of vehicle movements • Preparing yearly budgets for the logistics department and contributing to the overall program budget preparation • Ensuring monthly logistics reports are prepared and submitted to Headquarters—fleet and fuel management reports, inventory updates, assets report, order tracking sheet, and warehouse reports • Supervising the logistics staff to ensure smooth running of the logistics function • Responsible for the security systems and updating security threats to the management • Asset management • Vehicle licensing , insurance , vehicle allocation • Compound management • Lease Management

Fleet Management • Managing vehicle insurance and licensing • Fuel management and managing vehicle servicing. • Compiling monthly fleet and fuel management reports • Controlling generators—use, maintenance, and repairs Procurement • Managing procurement and supply—creation of quarterly procurement plans and updating status to programs and management • Ensuring good coordination of supply • Ensuring proper understanding and adherence to donor rules and regulations by all the staff and that all procurement documents are completed in time and that accurate supporting documentation is in place. • Market analysis and per-qualification of vendors • Providing technical support to ensure compliance with the approved processes in the area of vendor selection and bids analysis. • Department annual budget preparation and management Stock, inventory, and asset management • Controlling program materials in the office/ field/ warehouses to ensure that they are at the right quantity and quality and to give monthly updates to program staff. • Managing supply of stock to the operational teams according to requests and approved supply plans • Ensuring that the commodity tracking system of stock is updated regularly and that systems are in place for communication between logistics and the program • Overseeing periodic stock checks and preparing stock reports • Managing the disposal of equipment in accordance to donor requirements • Ensuring that a proper filing system is in place/ up to date so that it can be shared with donors and stakeholders Communications and security • Ensuring proper functioning of the internet, landlines, cellphones, VHF and HF radios • Ensuring all staff in the capital and projects is properly briefed about use of communication tools • Ensuring installation and maintenance of functional office spaces and lodging facilities for international staff in adequate living conditions • Defining and monitoring technical aspects of the project risk reduction policy, transport, communication, and protection • Identification and preparation of the technical aspects of the project security policy and guidelines, evacuation plan, and contingency plan • Performing daily monitoring of the application of security rules

• Vehicle fleet management—vehicle insurance, licensing, servicing, fuel management, vehicle movements control. • Budgeting and cost control—preparing yearly logistics department budgets and contributing to the overall program budget. • Camp preparation & management- set up, management of the camp • Administration & asset management—managing the asset register, monitoring security and maintenance services, supplies management, staff supervision, filing. • Writing professional reports—monthly logistics reports, fleet and fuel management reports, assets report, warehouse reports. • Staff management—supervising logistics staff and ensuring smooth running of the logistics function and support to operations. • Procurement and importation—creation of procurement plans and ensuring goods availability when needed, importation of goods as required. • Stock, inventory, and asset management—ensuring that program materials of the right quantity and quality are in the office/ field/ warehouses as required. • Security—ensuring proper functioning of all communication and security equipment, risk control experience, and contingency planning. • Communication—supplier negotiation, team management, networking with program partners and stakeholders. • Computers—Unified Logistics System, Aggresso Logistics System, Microsoft Office

• Coordinating the supplies to the operational units and for controlling the vehicle fleet—logistical control, purchasing, supplying, stores supervision, and daily control of vehicle movements • Preparing yearly budgets for the logistics department and contributing to the overall program budget preparation • Ensuring monthly logistics reports are prepared and submitted to Headquarters—fleet and fuel management reports, inventory updates, assets report, order tracking sheet, and warehouse reports • Supervising the logistics staff to ensure smooth running of the logistics function • Responsible for the security systems and updating security threats to the management • Asset management • Vehicle licensing , insurance , vehicle allocation • Compound management • Lease Management

Fleet Management • Managing vehicle insurance and licensing • Fuel management and managing vehicle servicing. • Compiling monthly fleet and fuel management reports • Controlling generators—use, maintenance, and repairs Procurement • Managing procurement and supply—creation of quarterly procurement plans and updating status to programs and management • Ensuring good coordination of supply • Ensuring proper understanding and adherence to donor rules and regulations by all the staff and that all procurement documents are completed in time and that accurate supporting documentation is in place. • Market analysis and per-qualification of vendors • Providing technical support to ensure compliance with the approved processes in the area of vendor selection and bids analysis. • Department annual budget preparation and management Stock, inventory, and asset management • Controlling program materials in the office/ field/ warehouses to ensure that they are at the right quantity and quality and to give monthly updates to program staff. • Managing supply of stock to the operational teams according to requests and approved supply plans • Ensuring that the commodity tracking system of stock is updated regularly and that systems are in place for communication between logistics and the program • Overseeing periodic stock checks and preparing stock reports • Managing the disposal of equipment in accordance to donor requirements • Ensuring that a proper filing system is in place/ up to date so that it can be shared with donors and stakeholders Communications and security • Ensuring proper functioning of the internet, landlines, cellphones, VHF and HF radios • Ensuring all staff in the capital and projects is properly briefed about use of communication tools • Ensuring installation and maintenance of functional office spaces and lodging facilities for international staff in adequate living conditions • Defining and monitoring technical aspects of the project risk reduction policy, transport, communication, and protection • Identification and preparation of the technical aspects of the project security policy and guidelines, evacuation plan, and contingency plan • Performing daily monitoring of the application of security rules

• Vehicle fleet management—vehicle insurance, licensing, servicing, fuel management, vehicle movements control. • Budgeting and cost control—preparing yearly logistics department budgets and contributing to the overall program budget. • Camp preparation & management- set up, management of the camp • Administration & asset management—managing the asset register, monitoring security and maintenance services, supplies management, staff supervision, filing. • Writing professional reports—monthly logistics reports, fleet and fuel management reports, assets report, warehouse reports. • Staff management—supervising logistics staff and ensuring smooth running of the logistics function and support to operations. • Procurement and importation—creation of procurement plans and ensuring goods availability when needed, importation of goods as required. • Stock, inventory, and asset management—ensuring that program materials of the right quantity and quality are in the office/ field/ warehouses as required. • Security—ensuring proper functioning of all communication and security equipment, risk control experience, and contingency planning. • Communication—supplier negotiation, team management, networking with program partners and stakeholders.