Position: Country Procurement & Logistics Manager Burundi

Location: Bujumbura, Burundi

Deadline: 04/03/2025

Starting date: April 2025

Family duty station: YES

R&R: NO

 

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 has been present in Burundi since 1995 and is currently active in 13 of the country’s provinces. During these 25 years of continuous presence in the country and thanks to funding from various donors (ECHO, Italian Cooperation, USAID, UNICEF, FAO, WFP, Netherlands Embassy, GIZ, DUE, UNHCR), WeWorld has carried out actions in the health, nutrition, food security, protection and EHA sectors.

 

Purpose of the Role

The Country Procurement & Logistics Manager based in Bujumbura will works under the direct supervision of the Country Representative and under the technical supervision of the Procurement Specialist for Africa and Global Logistics Advisor. She/He works in coordination with the Country Finance Manager, and the Projects Managers.

 

Main tasks and responsibilities  

General Responsibilities 

• Ensures strict adherence to WeWorld and Donors' procurement procedures and guidelines

• Reviews the Global Manuals and Guidelines to ensure their relevance within the country context

• Ensures active participation and contribution of the logistics and procurement team throughout the supply chain and project cycle, aiming for high quality and efficiency in implementation

• Supports and enhances the capacity of the logistics and procurement team through tailored training plans and follow-ups to enhance their capabilities

• Ensures adequate staffing levels for the logistics and procurement team across all field bases based on operational requirements

• Ensures periodic training of the logistics and procurement team on the Code Of Ethics And Conduct and other essential policies, with a focus on procurement activities

• Facilitates efficient coordination of logistics and procurement information at the mission level through effective systems (meetings, reports, procurement, and budget tracking)

• Promotes proactive interdepartmental collaboration (with Finance, Programme and human resources), facilitating swift coordination and planning

• Strengthens the organization's presence in the Country to foster collaboration with stakeholders such as technical working groups, partners forums, authorities, communities, and vendors

• Collaborates closely with the Logistics Cluster, partner agencies, government, and other relevant stakeholders to identify and capitalize on common service opportunities within the country

 

 Procurement 

• Oversees and provides support for the implementation of Procurement Procedures, aligning with WeWorld's Global Procurement Manual and Donor Guidelines, from initial planning to completion

• Takes direct responsibility for managing high-value procurement processes, stepping in to address any gaps or specific requirements as needed

• Implements a structured Contract Management framework throughout the project cycle, with particular emphasis on closely monitoring complex contracts

• Ensures that procurement documents and records are archived and organized according to Archiving Guidelines, facilitating efficient organization and compliance for audits and reviews

• Develops Performance Management protocols for assessing both new and existing vendors, systematically recording pertinent information

• Devises a tailored Procurement strategy aimed at ensuring the attainment of high-quality procurement processes and outputs

• Proactively forecasts upcoming launches and status updates to effectively balance the Procurement workload in alignment with project objectives and timelines

 

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 

 

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

 

Warehouse and Premise Management 

• Oversee and assist the Logistics team in maintaining adequate supplies and equipment for the office, ensuring all items are well maintained and used correctly

• Oversee and assist the Logistics team in maintaining necessary supplies and equipment for the international staff guest houses, ensuring they are well maintained 

• Provides advice and guidance on warehouse management matters and conduct on-the-job training sessions for warehouse management

 

Reporting and contribution 

• Gathers all available logistics information within the mission and compiles a consolidated monthly report

• 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

• Prepares a database of supplies/service providers and drafts a resource map for current projects. 

• Oversees the creation and updating of the Procurement Plan

• Inputs procurement data for interim and final procurement reports in accordance with donor requirements

• Contributing in project designing and budgeting

 

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

 Bases opening 

• Formulate a detailed plan for establishing new bases within the country

• Oversee the assessment of necessary supplies and equipment for the bases to support operational activities

• Take charge of evaluating and implementing safety and security standards for new premises in coordination with the security focal person

• Manage the procurement and logistics structure for the new base in collaboration with the Head of Support Services, the Country Representative and the Regional Logistic Manager, which includes defining Terms of Reference (ToRs), assisting in recruitment, and facilitating the capacity building of new staff

 

Emergency response  

• Tasked with collaborating with the Project focal points to develop an Emergency Response plan for procurement and logistics activities, providing support throughout

• Conducting market assessments to expand the vendor database, enhancing procurement efficiency and effectiveness for emergency response

• Engage extensively with clusters, working groups within the sector, and government authorities to stay informed about current regulations and facilitate resource-sharing among various stakeholders

  

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

Provide a proper handover before the end of the assignment.

 

Job specifications 

ESSENTIAL REQUIREMENTS 

Qualifications and Knowledge 

• Master or equivalent work experience in Logistics / Procurement / Engineering / Business Administration

• Fluency in French and English is essential

 

Professional experience 

• At least 3 years in humanitarian Logistics with 2 years in similar positions in a comparable context

• NGO or INGO procurement compliance experience in comparable context

• Strategic Planning experience with strong analytical skills

• Representation experience with institutions and participation in coordination meetings

• Extensive experience in logistics and/or security management and procedures

 

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 works contracts would be considered an asset

• Experience in Human Resources 

• Experience in Finance 

• Previous work experiences in Africa 

• Knowledge of Italian is an added value 

• Deep understanding of the country context

 

What we offer

Type of contract: a first 6 (six) months contract subject to verification (achievement of specific objectives); a second collaboration contract of 6 (six) months renewable, following the positive evaluation of the first period of collaboration.

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

Others conditions: Personal Effects Transportation (12 months contract); First Accommodation (12 months contract)

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

Flight ticket: one return flight every 12 months of contract

Health insurance: covered

 

How to apply

Send CV and Cover Letter to: https://weworld.intervieweb.it/jobs/country-procurement-logistics-manager-burundi-684504/it/

 

The recruitment process may be closed early if a suitable candidate is found.

Due to the large number of applications, we apologise in advance and will only respond to those profiles deemed suitable for the role.