Job Description
Procurement & Logistics
Job title Department/office Administration
Manager
Current Job holder Job code
Job type Pay band
Post-related
Line manager Operations Manager
allowances
- To ensure the effective planning and delivery of all transport for
organisational activities, while monitoring effective vehicle maintenance
and regular servicing.
Job aims
- To manage the procurement team to source quotations and supplies/goods
using professional, honest and trustworthy suppliers upholding our
procurement procedures and conflict of interest policy.
Number of staff managed 5 As line 0 As countersignatory 0
manager
Description
Logistics
- Manage and ensure all deliveries to each required site are completed effectively and all supplies are
accounted for
- Ensure all guests are greeted on arrival and provided support throughout their time with TfaC, and ensure
any necessary bookings and transport are organised in advance
Procurement
- Establish a clear procurement plan ensuring that requests are managed effectively ensuring sufficient time is
provided to complete all necessary processes.
- Delegate to individuals within the team quotes to obtain, including on the weekly task plan.
- Ensure all procurement requests are completed correctly and the duties of collecting quotations is
segregated amongst the team to prevent conflict of interest.
- Oversee the procurement analysis of all supplies/services ensuring detailed procedure and selection process
is clearly outlined within the analysis section.
- Manage the delivery of goods/services to TfaC ensuring all items are correctly accounted for by the team.
Ensure all procurement follows the organisational procurement procedures and all orders are made
correctly with the right authorisation
- Provide agenda, organise forall procurement committee meetings with suppliers, detailing minutes of
committee meetings
- Support team members to present suppliers with procurement committee meetings. Ensure clear
documentation for supplier selection is obtained for auditting purposes.
- Ensure the Conflict of Interest Policy is upheld throughout all processes of procurement
- Report to manager any concerns regarding procurement processes.
- Manage the Approved Supplier List. Ensure all suppliers uphold the terms and conditions of the agreement
and in need of sourcing or changing current agreements organise procurement committee to faciltate any
necessary additions and changes.
- Conduct price checks on all procurement conducted and manage the team to negotiate strong value for
money.
Vehicle Management
- Organising all drivers and vehicles to provide efficient transport for all project teams.
- Ensure all drivers of organisational vehicles have read and fully understood the Vehicle Usage Policy and
Vehicle Code of Conduct. In upholding this policy provide safety checks on vehicles- leaving the office and
returning. Ensure all basic checks are completed on fluid levels and brakes on a weekly basis. These checks
must be logged in Vehicle Maintenance Log Book.
- Manage the weekly vehicle timetable and communicate transport bookings with all drivers.
- Ensure all vehicle log books are correctly filled in for all journeys and checked against the Fuel Log on a
monthly basis.
- Ensure all work on vehicles is checked on completion, all parts are replaced and vehicles condition has
improved where appropriate.
- Manage vehicle usage ensuring all employees and drivers comply with the organisation Vehicle Usage Policy,
any accidents or damaged are fully reported to senior management.
- Ensure all vehicles are roadworthy and have valid insurance and COF.
- Manage the sale and purchase of any organisational vehicles with the support of the Operations Manager.
Inventory
- Manage all supplies for the organisation, ensuring the administration team are logging all incoming and
outgoing supplies and any discrepanices are investigated and reported.
- Manage the process of procurement and delivery for project supplies to office/sites/training/events,
ensuring all items are logged in and any extra supplies are returned back to the office and logged correctly
where necessary.
- Manage all First Aid supplies at the office/vehicles ensuring all staff have access to any necessary medical
supplies where needed, while logging any use.
Asset Management
- Organise quotations and payment of insurance and renew this annually
Management
- Oversee the work of all support employees including, officers, assistants, gardeners, drivers, cleaners and
security. Report any concerns, requirements and changes that may effect the work and safety of TfaC.
- Ensure all supplies are available for team memberse.g. office supplies, gardening equipment and log books.
Other activities
- Ensure all office systems e.g. water/electricity are recharged and paid
- On a monthly basis ensure the ASSIST tasks are conducted in a timely manner.
