Head of Procurement & Fleet - East Africa

The Head of Procurement & Fleet – East Africa

Organization/Reporting line:

Reporting to the Managing Director, East Africa / GardaWorld Security – Africa

Place of work/Travel:

Nairobi, Kenya with some travel across East Africa to our country offices including but not limited to Kenya, Uganda, Tanzania, Malawi, Zambia, Rwanda, Burundi, DRC and other locations where the company has operations.

Contact and Cooperation:

Internally: Operations & Project Managers, Senior Management Team, Legal, Finance Staff
Externally: GardaWorld Authorised Vendors/Suppliers, Logistics & Fleet Service providers, Government agencies, Clearing & Forwarding agencies, and Freighters.

Job Outline:

The Head of Procurement & Fleet-East Africa will provide SME leadership on East Africa procurement and fleet management within established GardaWorld SOIs, SOPs, Strategies and guidelines. Under the direct supervision of the Managing Director, East Africa, the post holder will lead in executing effective and efficient procurement and fleet management practices across GardaWorld East-Africa maintaining transparency, integrity and compliance with established guidelines and regulations.

The Head of Procurement and Logistics-East Africa will supervise the Country Procurement and Fleet Managers, undertake performance management reviews for his/her direct reports and draw up development action plans as necessary.

Responsibility 1: Procurement Management

• Lead the strategic planning of procurement activities, ensuring effectively functioning processes to avoid costly delays based on procurement plans;
• Ensure effective lines of communication between the East Africa leadership team, Country leadership and the procurement/fleet teams to ensure priority requirements, timely delivery of goods, works and services using the GW Africa procurement procedures and guidelines;
• Coordinate the full compliance of procurement activities with the GW Africa’s SOIs, SOPs, guidelines;
• Implement effective internal control, proper design and functioning of a client-oriented procurement management system for business units and related reporting requirements;
• Monitor effective use of SOPs, control of workflows, continuous business monitoring and improvements in systems and processes;
• Lead and monitor all strategic procurement including tendering processes, evaluation, contracting, contract management, legal considerations, payment conditions, contractors performance evaluation and risk assessment; this will include preparation of appropriate procurement documentation leading to the approval of High value Purchase Orders and contracts;
• Review monthly and quarterly procurement status report for all business units and share the reports with MD, East Africa;
• Ensure East-Africa wide needs for due diligence, risk assessment and continuing vendor monitoring are being accomplished.

Responsibility 2: Fleet Management

• Put in place systems, procedures and controls for the maintenance and repair of vehicles, motorcycles and generators, inclusive of monitoring maintenance schedules, fuel consumption, registration and insurance. Also, monitor maintenance and fuel usage costs to ensure cost-efficiency;
• Produce and maintain fleet management SOPs, and monitor their adherence by GW East Africa fleet managers across the Business units;
• Provide fleet management SME advice during the planning for proposed projects as required;
• Make sure fleet management reports and returns are completed correctly and disseminated within the time frames stipulated in GW SOIs;
• Ensure that equipment husbandry and care is being conducted in accordance with GW SOIs;
• Provide vehicle maintenance reports to the MD, EA as required;
• Identify new vehicle service providers and vehicle service centres;

Responsibility 3: Staff Management

• Develop the Procurement & Fleet Management Annual Operating Plan (AOP) and monitor its implementation through regular Performance Appraisal processes for the EA Procurement and Fleet Managers
• Provide leadership, guidance, coaching, mentoring and identify training opportunities for personal and professional development to the EA Procurement & Fleet Management Staff.
• Maintain a positive participatory work environment where information is shared, inputs are considered and a healthy team spirit thrives. Initiate and encourage inter-departmental mission wide information sharing and corporation.

Competencies:

• Adhering to principles and values – Upholds ethics and values, demonstrates integrity.
• Planning and organizing – Plans activities and projects and takes account of possible changing circumstances.
• Working with people – Listens, consults others and communicates proactively.
• Writing and reporting – Writes clearly, succinctly and correctly with strong attention to detail.
• Achieving work goals – Accepts and tackles demanding goals with enthusiasm.
• Adapting and Coping – Works productively under a high-pressure environment and keeps emotions under control during difficult situations.
• Relating and networking – relates well to people at all levels.

Accountability:

The Head of Procurement & Fleet – East Africa is accountable to the Managing Director, East Africa for their responsibilities stated in this job description. These responsibilities will be monitored and managed through the mid-year and annual performance review and supported through the monitoring of their KPIs.

Authority:

As directed and delegated by the Managing Director, East Africa.

Qualifications:

• Degree in Business, Administration or equivalent and a member of a professional body governing the procurement profession.
• Experience: Minimum 7 Years’ experience in a similar position
• An individual who is highly organized with strong attention to detail and ability to multi-task and manage multiple projects with competing demands.
• possesses excellent interpersonal and communication skills and a proven ability to collaborate and align with various stakeholders.
• Experience in solving complex issues through analysis and critical thinking with a solution-oriented mindset.
• Ability to influence without formal authority and capable of managing conflict and conflicting views.