Procurement and Supply Management
• Ensure MAG Procurement and Logistics Policies, SOP’s and standard procedures are in place, understood and adhered to in all locations of the Program.
• Oversee all the logistics tracking and management system across all locations performing Procurement, Asset Management and Warehousing activities, while monitoring the quality of the data and presenting reports about performance of the logistics activities to Program SMT and global logistics focal point.
• Lead and supports adequately the implementation of improvement initiatives, adoption of enhancing management systems, and any global or local project pertinent to the Procurement & Logistics area under the supervision and with the technical support from Global Procurement and Logistics team. Sourcing
• Ensure a Catalogue/ Taxonomy of critical equipment and consumable is in place at all time, and actively contribute to the maintenance and development.
• Develop and implement a country procurement strategy in coordination with HoSS and global counterparts: for all identified market categories that are critical to support MAG operations and offices.
• Develop a sourcing plan and identify best contractual arrangement to ensure uninterrupted resupply within local market dynamics.
• Lead or oversee complex tender processes, supporting tender committees during the whole process from expression of the needs, identification of the selection criteria, bid analysis and contracting.
• Supervise the suppliers’ selection processes across different MAG locations, ensuring fairness, transparency, and that strong vetting system is in place for assessing and evaluating third parties.
• Ensure that there is an effective complain mechanisms in coordination with SMT for suppliers and MAG staff to safely report any abuse, fraud or corruption related issue via a safe channel that integrates with existing internal incident reporting system.
Procurement Management
• Ensure that Procurement tracking mechanism is in place across all locations, monitoring the quality of the data and the regular update of the information concerning ongoing procurement processes, supplier database management and contracts management; provide regular report and analysis on procurement performance to the key stakeholders.
• Monitor purchasing activities done at both Erbil and the sectors by MAG staffs or partners, ensuring that all staff involved in the purchasing activities are trained, and that all potential conflict of interests are identified and avoided.
• Work on consolidating procurement plans across different projects and bases, enabling consolidation of purchases, reducing spot-buy and reducing small transactions involving suppliers’ selection.
• Provide a monthly report of procurement activities and achievements across locations, escalate challenges to the HoSS and SMT.
• Work with Operations counterparts to perform tight monitoring of the consumption rates across locations, to ensure that a combination of good management of stock levels and on-demand resupply can provide uninterrupted flow of consumables.
• Coordinate with HQ procurement team on all items needing to be purchased internationally, to ensure the shortest possible procurement processing time, custom clearance/ import/ export /tax exemptions approvals from local authorities are in place whenever needed.
• Support dissemination of best practices and enforcement of MAG key policies across suppliers including safeguarding, anti-corruption and anti-bribery policy, anti-human trafficking and antislavery
• Coordinate with operations, program and other departments to anticipate any procurement and ensure the shortest possible processing time.
• Coordinate closely with Admin and Liaison department to ensure relevant licenses and permissions are sought where required for the procurement and use of sensitive or dual use equipment when delegated to by the HoSS.
Inventory Management
• Lead on implementation of the standardized country level inventory management system, ensuring all locations are using the same tool, the same data and that information from all locations can be consolidated.
• Work with all key stakeholders to standardize all operational and support needs in terms of equipment and consumables across locations and produce standard lists of items linked up with procurement categories and sub-categories.
• Work closely with Operational counterparts to ensure there is adequate buffer stock for critical commodities, and ensure stock levels across all locations are aligned with consumption patterns and re-supply cycle.
• Monthly reporting and analysis on Inventory management for all locations.
• Lead spot checks, quality controls, health and safety assessment, and any initiative that is aiming to promoting the best warehousing, stock management and safety practices.
• Work closely with the MSM to set-up a resilient and effective supply chain for spare parts, consumables and equipment required across locations to keep MAG fleet of light vehicles, heavy vehicles and plant machinery running.
• Work closely with the MSM to set-up a resilient and effective supply chain for spare parts, consumables and equipment required across locations to keep MAG fleet of light vehicles, heavy vehicles and plant machinery running.
• Work closely with TOM & TFM’s at the sector level to set-up minimum and maximum stock levels for key equipment and commodities, with special focus on key field consumables, equipment spares and anything that is essential to keep MAG Operations running.
• Centralize and organize the disposal for any MAG item that is beyond the useful life or is on a state beyond economical repair ensuring that highest environmental standards, with special focus on hazardous waste, by overseeing the identification and contracting of adequate waste management sub-contractors and promoting the re-cycling for all possible materials.
Ensure that highest environmental standards and best practices are respected for the disposal of any of MAG Asset across locations, with special focus to Batteries, Oils and any hazardous waste, by overseeing the identification and contracting of adequate waste management subcontractors.
Asset Management
• Responsible for the asset management system across MAG Iraq, ensuring that all asset are tracked and managed across the whole lifespan, independently by the location in which they are used.
• Monitor the usage of Asset Tiger by all users across MAG Iraq, providing HoSS with regular reporting, and ensures all new staff are provided with relevant induction to the system.
• Lead the capacity building and refreshment trainings on Asset Tiger usage for all stakeholders in MAG Iraq.
• Provide technical support to leadership by contributing to the development of Asset Replenishment Plans, and in advising on all strategic and tactical decision-making concerning asset acquisition, transfer, reparation and disposal.
• Ensure that highest environmental standards and best practices are respected for the disposal of any of MAG Asset across locations, with special focus to Batteries, Oils and any hazardous waste, by overseeing the identification and contracting of adequate waste management subcontractors.
• Works with key stakeholders to ensure all assets are tracked, maintained, serviced and/ or disposed of in line with MAG and donor policies keeping the program asset register accurate and up to date
• Perform asset spot checks activities in all locations, and ensure that there are no abuses in the acquisition, usage, reparation and disposal of MAG assets.
• Ensure that a full asset physical verification exercise is carried out at least once a year.
• Monthly reporting and sharing of the asset register. Field Development
• Oversee and coordinate any activity related to scaling up/ down of field operational bases
• Support Opening/ Closing of field operational bases, ensuring clear audit trails and tracking of all asset, inventories and properties and the management of all contracts related to MAG offices and bases.
• Support the selection, recruitment, induction and performance development of any Logistics staff across all MAG Iraq locations, providing technical support to the recruiting managers.
• Promote the internal development of MAG Staff within the procurement and logistics function facilitating exchanges across sectors, setting up coaching system across the bases, and providing mentorship to identified leaders working in the Procurement and logistics function
• Take lead in planning and delivering appropriate trainings to enhance the understanding of procurement and logistical procedures, asset control, inventory, stores control and MAG Policies and Procedures
Person Specifications Essential Experience
• Minimum Bachelor’s degree holder in related academic field.
• Minimum of 5 year demonstrated management experience in Procurement and Logistics Management, supporting complex operations and high volumes at a Senior Coordinator / Manager level with an INGO/ UN organization. Essential Skills and Knowledge
• Excellent organizational and communication skills with the ability to coordinate, plan and priorities activities.
• Understanding of Project Life-Cycle dynamics and its interaction with Procurement and Inventory Management Processes.
• Highly organized and collaborative team player.
• Proficiency in team performance management and development.
• Strong Analytical skills in managing Supply Chain (Procurement and Inventory) Data.
• Very good literacy, numeracy and IT skills (e.g. Word/Excel).
• Excellent communication in written and spoken English, Kurdish and Arabic.
• Ability to maintain clear record keeping systems to monitor supply chain and assets management.
• Ability to represent MAG professionally in all relevant forums.
• The ability to communicate with clarity and credibility on paper and face-to-face.
• Effective negotiation skills. Essential Aptitude
• Innovative, flexible and proactive with a problem-solving approach.
• Determined and committed to the highest quality standards.
• Ability to meet deadlines, work calmly under pressure and handle and prioritize a heavy workload.
• Ability and willingness to travel across the country to manage, monitor and provide ad hoc support.
• Safeguard sensitive and confidential data.
Application procedure for the position All interested candidates in apply for this position should send their updated CV and a Cover letter in English to this email address Jobs.IQ@maginternational.org
Please note that candidates who do not meet the selection criteria will not be considered. All Applicants must mention the job title (Country Procurement and Logistics Manager) in subject line of their email. Only shortlisted candidates will be contacted.
Applications:
• With no job title in the subject line,
• Sent through links and
• Duplicate applications will be disqualified. Closing date for receiving applications is 01-April-2024. Late applications will not be accepted.
** MAG is an equal opportunities employer.
** MAG Iraq does not charge any fees for Job applications.
Please note that as part of MAG's commitment to safeguarding, this post is subject to background checks before an offer of employment is confirmed”. MAG is committed to the principles of diversity, equality and inclusion. Female Candidates are encouraged to apply. If you think you would be suited in this role we would welcome your application regardless of your background. We strive to provide an inclusive and supportive working environment where all employees feel respected and supported in fulfilling their potential.
Disclaimer: We hereby alert you of potential fraudulent and misleading attempts by individuals who may use MAG’s identity / brand to mislead others by offering fake jobs and/or tenders on behalf of MAG in return for a financial price or any other related request for their own personal interest. Please also note that MAG’s employees do not engage in any offers related to job vacancies and tendering and MAG Iraq doesn’t have any recruitment intermediaries to hire services on its behalf. MAG therefore denounces any fraudulent or dishonest impersonations and will take disciplinary, legal or any other appropriate measures against anyone proven to have been involved in fraud, bribery, or corruption, or anyone who was aware of its existence and did not take any action against it. To report any such cases, please reach out to us via e-mail: Administration.IQ@maginternational.org
