Logistics and Procurement Coordinator Burkina Faso At WeWorld

Position: Logistics and Procurement Coordinator Burkina Faso

Responsible for: Logistics and Supply Chain Management of Burkina Faso Missions to ensure the efficient operations of the Department including Procurement, Fleet, Asset and Equipment Stock, Warehouse and Base Management, archiving and reporting.

Location: Ouagadougou, with fields visits in the areas of intervention in Burkina Faso (depending on security conditions)

Deadline: 27/12/2024

Starting date: ASAP

Family Duty Station: NO

R&R: YES

Working context:

WeWorld supports people in overcoming emergencies, and it strives to guarantee that everyone can have a decent and dignified life as well as opportunities and a better future. WeWorld is an independent Italian organization that has been working in international cooperation and humanitarian aid for 50 years. WeWorld began its activities in Burkina Faso in 1985. Following a break, it resumed its activities in 2012 focusing on the promotion of women empowerment and support to vulnerable groups to provide emergency relief to the most vulnerable, support displaced populations and to strengthen the resilience of local populations. The sectors of intervention spans from food security and nutrition to protection and local development. WeWorld currently works in the provinces of Soum, Oudalam and Kadiogo with offices in Ouagadougou, Djibo, and Gorom Gorom.

Purpose of the Role

WeWorld is recruiting a Logistics and Procurement Coordinator based in Ouagadougou. She/He works under the direct supervision of the Country Representative and under the technical management of the Regional Procurement Specialist and the Global Logistics Advisor. She/He manages the Logistic team in Burkina Faso and works in coordination with the Country Finance teams, Program Managers and the Country Representatives.

Main tasks and responsibilities

General Responsibilities

• Ensure strict adherence to WeWorld and donor procurement procedures and guidelines
• Review and adapt mission logistics and procurement SOPs to the local context
• Enhance logistics team capacity through training, planning, and follow-ups
• Train the logistics manager to ensure autonomy in managing the department after the departure of the coordinator
• Facilitate efficient logistics information flow through meetings, reports, and tracking systems
• Foster collaboration among program, finance, and logistics teams for effective planning
• Coordinating and managing logistics and supply chain operations. This includes developing a comprehensive logistics organization chart (RACI), overseeing team management, creating and maintaining schedules, assessing logistics capacity, determining sizing requirements, and preparing budgets. Responsibilities also encompass organizing coordination meetings within the logistics team and fostering collaboration with other departments (programme, finance, etc.)
• Collaborate with the Logistics Cluster, partner agencies, and government to leverage common service opportunities

Procurement Management

• Oversee and support the implementation of procurement procedures, ensuring alignment with WeWorld’s Global Procurement Manual and Donor Guidelines from planning to completion.
• Manage high-value procurement processes and ensure complex contracts are effectively monitored throughout the project cycle
• Ensure proper archiving of procurement documents to comply with audits and reviews
• Forecast upcoming procurement needs and align them with project timelines
• Establish and standardize logistics processes in coordination with the procurement, fleet, asset, warehouse, and IT departments and in compliance with WeWorld’s global manuals
• Train the staff on Procurement procedures and tools

Fleet Management

• Oversees the optimization of the fleet’s performance
• Ensures adherence to standard vehicle management procedures
• Supervises the overall monitoring of mission vehicles and related reports, including consumption checks and maintenance scheduling
• Conducts periodic spot checks
• Train the staff on Fleet Management standards and tools

Asset/ Equipment Management

• Ensures compliance with standard procedures and oversees the implementation of specific controls and checks
• Manages and tracks mission equipment effectively, including maintaining the asset/equipment management database, coding, distribution, and handover processes
• Conducts regular inventories and integrates the findings into the mission’s procurement strategy
• Train the staff on Asset management standards and tools

Stock, Warehouse and Base Management

• Oversee and assist the Logistics team in maintaining adequate supplies and equipment for the office, ensuring all items are well maintained
• Provides advice and guidance on warehouse management matters and conduct on-the-job training sessions for warehouse management
• Train the staff on Transport and Storage Management: Best practices for transport and storage, including:
  • Daily warehouse operations
  • Program coordination
  • Stock requests, stock cards, waybills, GRN (Goods Received Notes)
  • Stock inventories and reconciliation

Reporting

• Evaluates the quality of intra- and inter-departmental logistics reporting for accuracy, timeliness, and effectiveness, supporting the logistics coordinator in establishing an efficient reporting structure
• Oversees the creation and updating of the Procurement Plan
• Inputs procurement data for interim and final procurement reports in accordance with donor requirements

Security Management

• Collaborates with the Country Representative and the Safety & Security focal point to contribute to the execution of safety & security guidelines, SOPs, and plans
• Assists in ensuring preparedness for evacuation and contingency plans, including checking contingency kits and first aid kits
• Actively participates in logistics and security coordination meetings, as well as information-sharing sessions

The duties and responsibilities set forth above are not exhaustive and the role holder may be required to perform additional duties.

Job specifications

ESSENTIAL REQUIREMENTS

Qualifications and Knowledge

• Master or equivalent in Logistics / Procurement / Engineering / Business Administration
• Deep understanding of the Sahel context
• Fluency in French is essential
• Good Level in English (B2/C1)

Professional experience

• At least 3 years in humanitarian Logistics with 2 years in similar positions in a comparable context
• Extensive experience in logistics and/or security management and procedures
• Strategic Planning experience with strong analytical skills
• Representation experience with institutions and participation in coordination meetings

Skills and Abilities

• Leadership, planning, organization, and teamwork skills
• Proactive and dynamic attitude
• Ability to adapt and work under constraint, under pressure and in complex and multicultural contexts
• Interpersonal skills and intercultural approach
• Good listening and communication skills
• Good negotiation and conflict resolution skills
• Strong commitment to the Mission of WeWorld, genuine interest for international cooperation development topics
• Demonstrates integrity with regards to NGO values and ethical standards
• Displays cultural, gender, religion, nationality and age sensitivity and adaptability
• Treats all people fairly without favouritism

DESIRABLE REQUIREMENTS

• Experience in large contracts would be considered an asset
• Previous work experiences in Sub-Saharan Africa
• Experience with remote management
• Good level in Italian

What we offer

Type of contract: a 4 (four) month collaboration contract

Economic conditions: to be defined according to WeWorld Expatriates Compensation Policy: Base Salary (seniority/role held) + Contributions (role complex; hardship and housing based on place of work)

Annual leave: 2,5 days/month (working days)

R&R: 5 days each 12 weeks – Daily Allowance covers costs of expenses for food and accommodation

Flight ticket: one return flight

Health insurance: covered