Procurement Manager

Introduction:

Church World Service (CWS) is a not-for-profit, faith-based organization transforming communities around the globe through just and sustainable solutions to hunger, poverty, displacement, and disaster. CWS does not discriminate on the basis of race, color, religion, sex, national origin, gender identity, genetic information, age, disability or veteran status in employment or in the provision of services.

Primary Purpose:

The Procurement Manager is responsible for overseeing the Procurement function of CWS Uganda. This position will spearhead the organization’s purchasing process from selecting suppliers to ensuring stock optimization, as well as provide guidance on sourcing and procurement processes. The Incumbent will have the responsibility and accountability for the purchase of goods, materials, and services to ensure that the CWS’s operational needs are met, considering price, quality, and delivery and to ensure continuity of supply. The procurement manager will be a supply chain and logistics expert who will specialize in implementing cost-effective purchases of all goods and services, as required by the company. Ensuring quality control and adhering to the company’s policies and procedures on supply chain management will be some of the main priorities when carrying out this role. S/he will model the organizational values of CWS and will support colleagues to understand and live these values.

Key Relationships:

Internal to CWS

• Line Managers/Supervisors,
• Procurement and Logistics Colleagues across CWS RSC Africa
• All CWS RCS Africa staff.

External

• Procurement and Logistics service providers, other organizations.

Working Environment

• Office environment. Periodic travel to the field as may be required.

Core Job Responsibilities:

Leadership & Management (30%)

• Provide direct supervision and leadership to the Procurement Department, including performance management.
• Contribute to the creation and implementation of best practice procurement vision, strategy, policies, processes, and procedures to aid and improve operational performance General and Task Management
• Develop and review Procurement Strategy (Strategy and Develop)
• Ensures annual plan and strategic goals are met as communicated by the leadership.
• Set departmental objectives/KPIs and review and assess ongoing performance of direct reports.
• Manage, coach, and develop high performing purchasing and cost estimating teams that meet agreed objectives and which deliver best practice results, added value and continuous improvements providing continuous feedback and ensuring timely corrective plans where needed.
• Identifies training needs, develops and implements training plans for the Procurement team, in coordination with the training unit.
• Advise SMT on procurement components when there are incidents and their implication to CWS RSC.
• Contribute to new CWS initiatives and projects and review and communicate the impact on Purchasing activities.

Procurement Management (40%)

• Ensure that purchasing policies and processes are in place to meet CWS objectives and operational needs in terms of price, quality, and delivery targets and which enables the company to function and compete effectively in the market.
• Create and review opportunities to implement best practice purchasing policies, processes, and procedures to aid and improve CWS performance and deliver best value and CWS savings.
• Ensure purchasing policy, guidelines and any associated documents are in place and updated when required.
• Utilize appropriate resources including Supplier Development to ensure appropriate supplier partnerships and delivery of sourced products.
• Develop creative and innovative procurement processes (eProcurement)
• Provide management reports and key performance data and monitor cost savings.
• Manage relationships with suppliers and select and develop new suppliers.
• Negotiate and manage contract terms with suppliers to ensure value for money, quality standards and delivery terms with technical and operational input from stakeholders and colleagues.
• Assist Senior Management in ensuring effective relationships with client businesses through maintaining an appropriate interface between procurement and suppliers Self-Management
• Review and negotiate existing agreements to optimize commercial terms.
• Assess tenders from potential suppliers.
• Work with suppliers and have a process in place to measure effective performance, quality and compliance. Measure against KPI criteria if these exist.
• Develop and maintain strong relationships with internal and external stakeholders to ensure optimal performance.
• Ensure that professional and consistent supplier management is applied across the supply base in line with the purchasing policy.
• Ensure parts are sourced in full and aligned to production schedules and customer requirements.
• Report on achievement of targets and identify any actions required.
• Promote a work environment that demonstrates fairness, openness and equity.

Financial Budget and Control (10%)

• Input to and hold responsibility for department budget Relationship Management
• Work collaboratively, negotiate and engage with key stakeholders to facilitate delivery and compliance with the purchasing strategy
• Communicate with stakeholders the impact of market change and potential effects on supply. Recommend solutions without compromising quality or service while optimising cost
• Stay current and up to date on any changes that may affect the supply and demand of needed products and materials and advise others of any impact
• Commercially and financially awareness with experience of managing budgets
• Plan and deliver against project deadlines
• Ability to add value, reduce costs and make CWS improvements

Risk Management and Compliance (10%)

• Ensure that the function operates in accordance with any health, safety and environmental policies and procedures to ensure the safety and wellbeing of staff and visitors People Management
• Comply with the Health, Safety and Environmental Policies
• Evaluate the challenges faced by the CWS and take action to mitigate risks and develop opportunities.
• Ensure that the function operates in accordance with any health, safety and environmental policies and procedures to ensure the safety and wellbeing of self, staff, and visitors.
• In coordination with CWS Regional Procurement, ensure that HR policies and practices are compliant with Uganda procurement laws and any existing regulations and recommend changes as needed.
• Work closely with Program Integrity department and make follow-up on compliance issues.
• Ensure that the function operates in accordance with any health, safety and environmental policies and procedures to ensure the safety and wellbeing of self, staff, and visitors.
• Closely monitor Procurement processes to ensure efficiency and compliance.

Data Management and Reporting (5%)

• Produce periodic reports aimed at monitoring quality and compliance on Procurement processes.
• Develop Procurement-focused indicators and dashboard to measure efficiency and effectiveness.
• Produce relevant reports for management decision making.

Additional Responsibilities (5%)

• Lead in the delivery of Procurement projects and other duties assigned by CWS/RSC Africa Management.
• Any other duties as assigned.

Qualifications:

Experience:

• Eight (8) years’ relevant work experience is required.
• Two (2) years of direct supervisory experience
• Extensive experience working in the procurement department in a related humanitarian field.
• Proven experience in a purchasing management role, preferably within the humanitarian environment
• Contract management and supplier experience.
• Knowledge and technical understanding of automotive processes and components and supply chain management

Skills:

• Excellent relationship management skills with the ability to engage, negotiate (at all levels) and manage key stakeholders and suppliers.
• Excellent organizational skills, responding to internal and external clients in a timely and professional manner.
• Demonstrated ability to work in a self-directed, fast-paced and results-oriented environment.
• Strong time management skills.
• Strong communication, interpersonal and influencing skills.
• Excellent analytical skills and problem-solving abilities.
• Takes ownership for team cohesion and development.
• Proven management skills with the ability to optimize team performance and development.

Education & Certifications:

• Bachelor’s degree in purchasing management or related field with postgraduate. qualification/certification in Procurement/Supply Chain Management.
• Master’s degree in purchasing management preferred.
• Member of The Chartered Institute of Procurement & Supply (CIPS).
• Member of Institute of Procurement Professionals of Uganda (IPPU).
• Computer literate, especially Excel skills.