Under overall supervision of the Logistics and Procurement Coordinator, the Green Operations Officer is responsible for effective delivery of PIN (People in Need) green operations agenda and procurement and logistics services to obtain the best value for money, and achieve timely and quality service to programs and beneficiaries of the People in Need (PIN) Bosnia and Herzegovina country program mission. This includes support to all PIN BIH offices. It is expected from the Logistics and Procurement Officer to be willing to travel frequently between the above-mentioned offices.
The Green Operations Officer is in charge of organizing wide spectrum of tasks related to logistic and procurement and supply chain, promotes a collaborative, client-focused, quality and results-oriented approach. The key results have an impact on the overall mission efficiency in logistic and procurement management and success in implementation of programs. Additionally, Green Operations Officer will focus on measures that are most effective in reducing the negative environmental impact of PIN. Such prioritization saves time and delivers better results.
The Green Operations Officer will coordinate closely with other PIN BIH offices on needs and priorities.
1. Procurement
- Carrying out procurement related to Mostar Project in compliance with PIN Procurement guidelines
- Coordinate and hold responsibility for quality and timeliness of the mission-wide procurement strategy and planning, Mostar office supplier registration and management, sourcing, solicitation, management of submissions, evaluation of submissions, exceptions, price and contract negotiations, procurement process review and decisions, award process and documentation, and related risk management.
- Participate and assist Mostar project staff with purchases of goods and services according to PIN and donor rules, run tenders and archive tender documentation, coordination of Purchase Request process.
- Conducting regular market surveys to assure economic and adequate purchases for Mostar office needs according to PIN and donor procurement rules.
- Facilitate, guide, coordinate and implement application of corporate and local procurement and contracting requirements, ensuring that all relevant laws, agreements, policies, rules, regulations and procedures are applied.
- Pre-clear and approve relevant procurement documentation and assure accuracy and completeness of all records in enterprise content management system (ELO).
- Responsible for following up and updating Mostar project procurement plan
- Ensure transparent and fair procurement process with wide participation of qualified suppliers.
- Conduct supplier and service provider analysis across all contracts, calculate thresholds, examine procurement process, look into procurement and donor agreement compliance issues.
- Advise program personnel on supplier contract management, payment conditions, insurances, receipt and inspection, faulty delivery, quality checks, application of delay damages, liquidated damages, warranties, idle labour and equipment costs, etc.
- Develop supply base sources to ensure a robust and reliable supplier base to acquire quality goods, works and services timely and at favourable prices.
- Advise and support on eective procurement and inventory strategies for the eicient movement of material throughout project cycles to ensure inventory fluctuations have no negative impact to the organization's performance.
- Have regular meetings with project managers and/or programme staff to ensure that procurement is done on time
- Participates on regular monthly review sessions
2. Partners/Sub-Grantees
- Conducting trainings to PIN implementing partners and grantees on procurement requirements (PIN and Donor rules);
- Checking partner reports and documentation in order to ensure fulfilment of procurement requirements
3. Fleet Management and Transportation
- Management of PIN owned amp; PIN rented vehicles.
- Conducting monthly Logbook analysis.
- Coordinating purchase of fuel and spare parts.
- Management of transportation booking system.
- Ensuring compliance with PIN RDD Travel Policy.
- Arranging ad hoc transportation (taxi service, short term car rentals, bus and train tickets).
- Arranging air travel (flights, support to colleagues in case of lost/damaged luggage, arranging cargo, or clearing customs).
- Management of guest arrivals and departures (airport transfers, accommodation, SIM cards, public transportation tickets, contact lists etc.).
4. Assets Management
- Managing fixed assets database (NAV) including registering new assets, labelling, movements, disposal, loss/theft.
- Ensuring compliance with PIN Ass