Procurement and Logistic Officer - Lome

Scope of Work

Strengthening Regional Peace and Stability in West Africa Program

Procurement and Logistics Officer (Lome Togo)

POSITION

Procurement and Logistics Officer

PERIOD OF PERFORMANCE

Life of project

MAXIMUM LEVEL OF EFFORT

LTTA

BASE OF OPERATIONS

Lome Togo

POSITION REPORTS TO

Country Director / Operations Manager  

1. Project Background

The Strengthening Regional Peace and Stability (SRPS) in West Africa Program is a five-year, USAID-funded program implemented by DAI. The program supports the efforts of West Africans to address the risks of instability from conflict, and prioritizes targeted governance, conflict and violence prevention, peacebuilding, and preventing and countering violent extremism (P/CVE) interventions across the region. Program interventions will address causes of fragility, and focus on good governance approaches, conflict prevention and response, and peace-building interventions across select target countries in the Sahel and coastal West Africa.

2. Objectives of the assignment

The Procurement and Logistics Officer will be responsible for supporting the procurement of goods and services in the country office in support of in-kind grant activities, non-grant activities and office operations. S/he will also be instrumental in maintaining office functions such as supporting with general office administration, meetings, and logistics. The Procurement and Logistics Officer will work closely with the Operations Manager and Procurement Specialist to ensure smooth implementation of the SRPS program in compliance with USAID and DAI rules and regulations, as well as the Country Director for specific country needs.

3. Tasks & Responsibilities

The following comprise main responsibilities of the Procurement and Logistics Officer:

• Support daily operations of project including, coordinating equipment maintenance with the relevant departments, managing the procurement of office supplies and other operational needs and ensure compliance with USAID and DAI rules and regulations.  

• Responsible for gaining a comprehensive understanding of the project Field Operations Manuel (FOM) to ensure that policies, procedures, and/or practices are being met.
• Manage the coordination of logistics for meetings, workshops, trainings, and other events.
• Assist with procurement of goods and services and provide support for day-to-day program office operations and logistics needs.
• Oversees logistical arrangements for project travel and operations.
• Oversees the management of vehicles and fuel.
• Perform screening of project suppliers, partners and beneficiaries and maintain the appropriate records.
• Coordinates with staff requesting procurement to prepare specifications and solicitation documents and allow for efficient and effective preparation and competition.
• Work with the Procurement Specialist to perform competitive procurements for goods and services and negotiate with vendors. 
• Manage relationships with goods and service providers, contacts, and pre-qualifications lists.
• Maintain local procurement lists and schedules.
• Solicit bids and quotes from vendors for items in adherence with program policies.
• Supports evaluations of bids and application for allowability, allocability, reasonableness, and consistency and oversees the vendor selection process.
• Issues subcontracts, purchase orders, task orders, and amendments; organizes kickoff meeting explaining terms, conditions, roles, and responsibilities.
• Inspect goods or verify services, confirm delivery, and receipt of goods, and monitor the use and disposition of goods.
• Confirm that all invoices have been received and submitted for payment.
• Coordinate transmission and receipt of items that may require customs clearance and other regulatory offices.
• Assist with gathering, scanning, and filing project documentation under guidance from relevant project staff (Procurement, Grants, Finance, etc.)
• Ensures all required documentation is uploaded in the procurement database TAMIS.
• Maintain inventory of project property.
• Assist with travel arrangements for project staff and visitors.
• Perform courier services as required.
• Other duties as assigned by the Country Director and/or Operations Manager.