Procurement Officer

General responsibilities:
Procurement:

In conjunction with the Program Manager, prepares and updates donor procurement plans and that the Visibility Plan is incorporated in the procurement plans.
Responsible for updating donor specific procurement plans and that updated procurement plans are sent to the Senior Management on a monthly basis.
Carry out weekly/monthly procurement for the program in Head Office and sub offices in cooperation with the Program Manager. In the absence of the Procurement Officer, planned procurements should be coordinated with the Program Manager.
Ensure that items purchased are of good quality and purchased at competitive prices and in accordance with LAMiNDA/donor procurement requirements.
Ensure that the outlays are settled within the same months they are given and that the settlement is submitted to the finance officer on a weekly basis with all supporting documentation (receipts etc.) and in accordance with LAMiNDA/donor financial regulations.
Ensure that procurement files are kept in tidy order and that they are updated with all supporting documents as instructed by the Procurement SOP and the LAMiNDA/donor requirements. This should include copies of all Request Forms, Quotations, for all transactions with a copy of all receipts.
Compile supplier database and establish preferred suppliers.
Ensure regular checks are carried out on price comparisons and that materials/items costs are monitored.
Compile and distribute monthly procurement reports to the Program Manager and communicate with him in relation to any issues regarding procurement.
Ensure that procurement files are kept in a sequential order and that they are updated with all supporting documents as instructed by the Procurement SOP and the LAMiNDA Procurement Manual and donor requirements. This should include copies of all Request Forms, Quotations, Bid Evaluations, Purchase Orders and copies of all receipts.
Obtain valid copies of MOF/VAT no. from suppliers in order to verify MOFVAT no. written on invoices.

Stock Management:

Responsible for the overall stock management in LAMiNDA Head Office and sub offices
Responsible to ensure appropriate storage of technical and non-technical equipment. (Detectors, PPE, helmets, de-miners tool kits, vehicle spares, stationary etc.).
Monitors the consumption of consumables stocks (paint, batteries, rope, vehicle spare parts etc.).
Ensures all documentation and records are up to date and filed appropriately as well as ensuring that all transactions are recorded including the movement of supplies/equipment in and out of the stores. This documentation includes (Stock Cards, Waybills, Stock Reports, GRNs, and Stock Requests)
Monitors stocks and ensures they are maintained and do not fall below a minimum level; advises Program Manager in advance before stocks reach the minimum level.
Coordinates with the Program Manager concerning the movement of goods and equipment.
Informs the Program Manager of any problems with the stocks/assets or stores.
Submits Monthly Stock Report to the Senior Management.
Conducts periodical physical inspection and stock count checking of all technical and non-technical equipment/vehicle spare parts in LAMiNDA stores.

Asset Management:

Responsible for updating the Asset List on a monthly basis and that it is sent to the Senior Management.
Ensure all purchases of Assets are recorded and Asset tagged before being issued.
Ensures that all staff receiving assets, sign for the assets on reception
Ensure the Asset Register is up to date at all times and that the Admin database is updated on a monthly basis.
Responsible for reporting on all damaged, broken lost or stolen assets and ensuring documentation is completed.
Carries out with the Program Manager random spot checks on assets issued throughout the program locations.

Program Support:

Ensure Operations are supported at all times and work with operations to ensure planning and prioritization of procurement for operational equipment and consumables.
Other duties as instructed by the PM.