Procurement And Customs Clearance Division Manager

Job Summary:

The Procurement and Customs Clearance Division Manager is responsible for planning, coordinating, directing, and supervising the Society’s procurement and customs clearance activities. The role ensures the timely, efficient, transparent, and cost-effective acquisition of goods, works, and services while maintaining compliance with organizational policies, procurement standards, and applicable regulations. The position also oversees customs clearance processes, supplier management, procurement automation initiatives, and supports the efficient delivery of humanitarian assistance through a strong and accountable supply chain.

Key Responsibilities:

• Plan, coordinate, direct, and supervise procurement and customs clearance activities.
• Procure goods, works, and services for all ERCS programs and projects in a cost-effective and efficient manner.
• Evaluate and improve procurement systems to ensure effective and efficient procurement services.
• Review approved procurement requests, specifications, Terms of Reference (TOR), and Bills of Quantities (BOQ) for further procurement action.
• Recommend improvements to procurement policies and procedures based on best practices and operational needs.
• Determine the appropriate procurement method in accordance with organizational policies and procedures.
• Oversee local and international bidding processes while ensuring compliance with procurement regulations.
• Ensure procurement and distribution activities comply with the Society’s policies and procedures.
• Identify, evaluate, and maintain relationships with qualified local and international suppliers.
• Monitor and expedite local and international procurement processes to ensure timely delivery.
• Ensure procurement of the right quantity, quality, specification, and price from reliable suppliers.
• Manage procurement-related correspondence with suppliers and stakeholders.
• Build and maintain ethical and mutually beneficial supplier relationships.
• Maintain an updated database of local and international suppliers.
• Ensure timely settlement of procurement-related financial transactions and payments.
• Monitor the movement of procured goods from suppliers to warehouses.
• Prepare or obtain technical specifications for procurement requirements.
• Conduct Comparative Bid Analysis (CBA) and evaluate supplier quotations.
• Manage procurement of capital and consumable goods based on approved specifications.
• Coordinate customs clearance processes for imported goods and donated relief items.
• Monitor transit processes and coordinate with regulatory authorities to facilitate timely customs clearance.
• Report shortages, overages, damages, and other discrepancies for corrective action.
• Assist in procurement budgeting, budget monitoring, and long-term planning.
• Prepare discrepancy reports and coordinate supplier or insurance claims related to damaged or lost goods.
• Ensure proper receipt and verification of goods through Goods Receiving Notes (GRN) and other control mechanisms.
• Monitor procurement performance and ensure timely collection and delivery of goods.
• Conduct performance evaluations, provide coaching, recommend training, and take disciplinary measures when required.

Educational Qualification:

• Second Degree or First Degree in Logistics and Supply Chain Management, Management, Procurement Management, Materials Management, Marketing Management, Business Administration, or a related field.

Experience:

• Minimum of 8 years (Second Degree) or 10 years (First Degree) of relevant work experience, of which 4 years (Second Degree) or 6 years (First Degree) must be in a managerial position.

Skills Required:

• Logistics / Supply / Chain
• Procurement / Purchasing
• Sales / Marketing / Business / Management