The position holder carries out efficient and effective procurement of supplies, equipment, and service contracts, administration, and fleet management to support Project HOPE Namibia (PHN) functions. S/he will maintain operations files as required by the donors and PHN.

SPECIFIC RESPONSIBILITIES AND DUTIES:

Procurement and Inventory Management

· Provide the financial and administration team with the necessary information to ensure that open, competitive processes are used during the procurement process, and complies with all PHN and USAID policies and procedures related to the purchase of goods and service.

· Managing procurement of supplies, equipment, and services to support ANAPA project implementation.

· Coordinate with administrative staff to ensure that inventories are kept for all project assets and ensuring that assets are properly maintained.

· Ensure that proper purchase order information is tracked and entered into appropriate systems.

Fleet Management

· Assess all drivers’ skills and conduct driver training as required. This includes making recommendations to terminate drivers if necessary.

· Assess any external garages which are being used by the organization to ensure they can and are providing sufficient support to the organization fleet at an acceptable cost.

· Work with the government transportation authorities and insurance companies to ensure that correct documentation is held for all vehicles.

· Maintain comprehensive vehicle maintenance records and a plan for maintenance schedules.

· Conduct training and daily vehicle inspections along with drivers and mechanics to monitor the use of vehicles through logbook management.

· Ensure that all drivers are correctly licensed and that all vehicles have spare tires, first aid kits, emergency tool kit, emergency contact numbers, internal vehicle numbers and PHN branding.

· Ensure the effective and efficient use of all PHN’s fleet in order to keep costs low and ensure safety in the workplace.

· Lead, manage and motivate a team, ensuring that they have clear objectives and receive meaningful feedback on their performance.

Administration

·Ensure all service sub-contracts for external service providers, including fuel, rentals, vehicle repairs, hotels, security, CUG, Telephones, etc, are up to date.

·Liaise with admin staff personnel to provide pick up and drop off support to incoming and outgoing staff and guests from embarkation and disembarkation points.

·Perform liaison functions with all landlords and engage them for all necessary works and amendments to the lease agreements.

·Provide support in collection of VAT documents for submission to USAID by Finance.

·Obtain VAT exemptions. and all other documentation required for each procurement in compliance with USAID and PHN regulations and maintain communication with the authorities to seek guidance on financial and contractual issues.