Procurement Officer (Rolling Recruitment)

General Objectives and tasks:

• Attend the inception meeting for assigned projects.
• Review daily the purchase requests and picks the requests based on experience and availability.
• Receive on daily basis the assigned purchase requests from senior procurement officer.
• Clarify the request details with requestor if needed.
• Determine solicitation method as per LOG-PROC001-A001.
• Determine if any special donor procurement rules apply.
• Prepare and update the procurement plan for assigned projects.
• Prepare purchase order.
• Obtain supplier confirmation.
• Notify stock of expected reception date / time and details.
• Scan market and the local database and identify suppliers.
• Prepare and send the RFQ.
• Receive Quotations.
• Request clarifications where needed.
• Prepare Comparison sheet and submit with the quotations to the requester and logistics manager.
• Prepare purchase order and submit for signatures.
• Submit completed documentation to project manager [if project].
• Request payment [if arcenciel].
• Add the tender details on Tender Log.
• Prepare needed documentation for tender dossier as per LOG-PROC-A001.
• Send the approved tender dossier to selected suppliers [if closed].
• Receive the tenders from various suppliers.
• Call for tender opening session.
• Fill minutes of meetings, and selection documentation.
• Communicate selection results to suppliers.
• Customize the contract template.
• Submit completed documentation to project manager [if project].
• Request payment [if arcenciel].
• Follow-up on reception and requests the signed “Goods receipt” from the requestor, before marking the request as solved.
• Update the status of the assigned requests on the helpdesk.
• Filing and archiving.
• Update the PO and tender logs.
• Update the suppliers’ database and evaluation.
• Submit a monthly report on activities.
• Scan market for new suppliers.
• Supervise inventory cycle.
• Perform SAP data entry as needed.

Position requirements:

• Excellent communication skills, verbal and written
• Ability to work independently and as a member of the team
• Detail-oriented with accurate data entry skills
• Procurement management tool

Working Schedule: Monday till Friday; From 09:00 AM till 05:00 PM.

Contract Type: 1 year (Renewable depending on funding and performance).