Job Description

Logistics and Procurement Officer, Education Pathways to Peace Project Overview and Role: About the Education Pathways to Peace in Mindanao (Pathways) Program

Education Pathways to Peace in Mindanao (Pathways) is a Philippines-Australia partnership supporting quality inclusive kindergarten to grade 3 education for all children in the Bangsamoro Autonomous Region in Muslim Mindanao (BARMM).
The program focuses on early years education as the foundation for life-long learning and development. By engaging and collaborating with a wide range of education stakeholders, promoting peace in education reform, and addressing inequity and disparity in education delivery, the program also contributes to peacebuilding in the region. Delivered through the Bangsamoro Ministry of Basic, Higher and Technical Education (MBHTE), activities are directed towards strengthening education policies and institutions, ensuring accessible and inclusive education for all children, providing an integrated education system and curriculum, and improving teacher quality and development. Pathways is implemented by Palladium in consortium with the Australian Council for Educational Research (ACER) and Orient Integrated Development Consultants Inc (OIDCI). The program’s base of operations is in Cotabato City and covers all five provinces of BARMM. Primary Duties and Responsibilities: Child Protection: Level 1 The responsibilities of the project employee do not involve contact with children or young people. Purpose of the Position: Under the guidance and supervision of the Logistics and Procurement Manager, the Logistics and Procurement Officer will provide operations and project management support aimed at ensuring effective and efficient Pathways program delivery. He / she will undertake a range of responsibilities in the areas of administration, procurement and contract management, due diligence, health safety and security, activity, and records management in support of the different program components. The key responsibilities of the position include, but are not limited to: Procurement and Logistics 1. Support management of procurement cycle process and execute day-to-day procurement functions to ensure best value for all types of procurement transactions in compliance with Palladium’s Procurement Policies and Pathways Operations Manual:

• Initiate procurement actions based on approved purchase requisitions in timely manner;
• Coordinate effectively with requestors in the development and finalization of scope of work;
• Prepare and issue RFQs and Purchase Orders for assigned procurements and comparative analysis or internal evaluation of quotations including responsibility in tracking thereof;
• Effectively negotiate with suppliers on a wide variety of goods and services for the best overall value;
• Provide contract management services such as inspection and acceptance from requestors, ensuring compliance with terms and conditions of the purchase order or service contract, addressing delays, troubleshooting problems, preparation of amendments and ensuring completion of services or delivery of goods; and
• Assist in the overall management, administration, and monitoring of High Value Procurement and Contract Management

2. Support the due diligence of suppliers and ensure their compliance with the Business Partner Code of Conduct; 3. Coordinate suppliers’ performance assessments; 4. Manage invoices and ensure that these are reviewed as to validity, accuracy, and completeness of supporting documents before forwarding to finance for payment processing; Activity Management Support 5. Ensure that support to the overall activity management cycle (pre, during and post activity) is done effectively and efficiently in accordance with Pathways’ delivery standards and operational protocols:

• Prework includes preparation of activity materials, attendance sheets, IDs, reproduction/scanning and collation of handouts and evaluation forms, venue sourcing and organization, booking of travel-flight, land transportation and hotel, coordinate with activity managers on cash advances for reimbursements and activity kits including pull up banners and tarpaulins;
• Act as secretariat support during workshops; and
• Post work includes scanning of attendance sheets and evaluation forms, encoding M&E information at an identified platform, completion of invoice payments and acquittals

6. Comply with Pathways Safety and Security policies and procedures and contribute to a safe work environment by identifying and reporting to the Program all safety issues associated with PW activities in a timely and appropriate manner; Office Administration 7. Manage the front area as the first point of contact between the Program and its partners including answering phone calls, take notes or transfer calls and greet visitors in a respectful and culturally appropriate manner; receive and distribute incoming mails and coordinate outgoing mails, including courier services; 8. Support the day-to-day management of the PMO including maintaining office stocks to determine inventory levels of office supplies and materials, program collaterals, and record the use or release/distribution of such; 9. Record proceedings and prepare minutes of meetings or reports as required; 10. Manage filing, document control and records management as required in accordance with the Program standards; 11. Provide support to the IT Manager in relation to the asset management system such as recording, issuance, safekeeping, tracking and inventory of borrowed and issued assets; Other general duties 12. Contribute and work collaboratively within the team to ensure overall team KPIs are met; 13. Support the implementation of and program’s compliance with the program operations manual and other relevant policies; and 14. Perform other duties as assigned by the Logistics and Procurement Manager and the Deputy Team Leader for Operations.
Required Qualifications: Qualifications and Experience The Logistics and Procurement Officer should possess the following qualifications, experience, skills, and competencies:

• Qualifications in business-related courses or other relevant discipline;
• Experience supporting the operations and project management of an international aid program or equivalent program or business;
• Demonstrated strong experience and skills in providing support in supply chain particularly high value procurement and contract management;
• Relevant work experience in BARMM at the community level;
• Understanding of the cultural context in BARMM and can speak at least one BARMM language;
• Strong competency in using Microsoft office application;
• Excellent communications and interpersonal skills and ability to work effectively with others particularly in cross-cultural and fragile environment;
• Flexible and can work under considerable pressure; and
• Willing to be based in Cotabato City.

Important Note:
Applications close 03 July 2022 Along with their CV (maximum 4 pages), interested applicants must submit a written response (2-4 pages only) addressing their suitability for the role as per the qualifications enumerated above. Company Overview: About Palladium - Palladium is a global leader in the design, development and delivery of Positive Impact – the intentional creation of enduring social and economic value. We work with governments, businesses, and investors to solve the world's most pressing challenges. With a team of more than 3,000 employees operating in 90 plus countries and a global network of over 35,000 experts, we help improve economies, societies and, most importantly, people's lives. Equity, Diversity & Inclusion - Palladium is committed to embedding equity, diversity, and inclusion into everything we do. We welcome applications from all sections of society and actively encourage diversity to drive innovation, creativity, success and good practice. We positively welcome and seek to ensure we achieve diversity in our workforce; and that all job applicants and employees receive equal and fair treatment regardless of their background or personal characteristics. These include: (but are not limited to) socio-economic background, age, race, gender identity and expression, religion, ethnicity, sexual orientation, disability, nationality, veteran, marital or Indigenous status. Should you require any adjustments or accommodations to be made due to a disability or you are a neurodivergent individual or for any other circumstance, please email our team at accessibility@thepalladiumgroup.com and we will be in touch to discuss. Safeguarding - We define Safeguarding as “the preventative action taken by Palladium to protect our people, clients and the communities we work with from harm”. We are committed to ensuring that all children and adults who come into contact with Palladium are treated with respect and are free from abuse. All successful candidates will be subject to an enhanced selection process including safeguarding-focused interviews and a rigorous due diligence process.