Senior Procurement Officer (Subject to Donor Approval)

The Position

The Senior Procurement Officer is responsible and accountable for the end-to-end procurement of goods and services for Beit el Baraka, including the timely delivery of these goods and services. The role ensures full compliance with Beit el Baraka’s Policies & Procedures and donor requirements. The incumbent will support and strengthen procurement systems, processes, and activities to ensure high-quality programming is delivered on time, within budget, and in alignment with organizational strategy.

Essential Responsibilities

Procurement

• Lead and manage the full procurement cycle for all goods and services, ensuring adherence to established procedures at all times.
• Prepare and manage all procurement documentation, including requests for quotations, bid evaluations, tenders, minutes of Procurement Evaluation Committee meetings, purchase orders (POs), and contracts.
• Ensure vendor evaluation and selection processes are conducted transparently and documented in line with procurement policies.
• Prepare, review, and ensure proper approval of contracts prior to vendor engagement.
• Process all procurement requests in a timely and efficient manner.
• Maintain strong knowledge of the supplier market to support effective sourcing decisions.
• Proactively prevent delays throughout the procurement process, including during quotation requests, evaluations, and contract or PO issuance.
• Report any procurement delays or challenges to the Chief Executive Officer.
• Oversee the receipt of goods, ensuring compliance with required specifications and quality standards.
• Maintain and regularly update an approved suppliers list.
• Lead procurement planning in coordination with program and support teams to anticipate and prioritize needs.
• Supervise the preparation and review of Purchase Requests, RFQs, POs, and service contracts.
• Ensure all procurement files (physical and electronic) are accurate, complete, and audit-ready.
• Maintain a reliable and ethical supplier database and conduct market assessments to ensure competitive pricing and vendor selection.
• Coordinate closely with the Finance Department to ensure timely and accurate supplier payments.
• Prepare Requests for Quotations (RFQs) and other solicitation documents for review and approval prior to issuance.

Reporting & Records Management

Ensure accurate record-keeping and timely reporting by:

• Maintaining organized, complete, and up-to-date filing systems (both physical and electronic) in line with procurement procedures.
• Ensuring all procurement-related documentation and correspondence are properly recorded and filed.
• Regularly updating the supplier database and conducting market surveys.
• Preparing and submitting procurement reports as required.

Internal & External Coordination

Strengthen collaboration with internal and external stakeholders by:

• Supporting requestors in defining clear and accurate specifications for procurement requests.
• Coordinating with the Warehouse on procurement pipelines and expected delivery timelines.
• Proactively updating requestors on the status of their requests and ensuring adherence to procurement lead times.
• Supporting program teams in developing and monitoring procurement plans.

• Preparing complete and accurate payment requests in coordination with Program Managers with all supporting documentation for Finance submission.
• Collaborating closely with Program Managers, HR and Finance to support efficient program implementation.
• Managing all procurement-related communication with vendors and suppliers in a professional and timely manner.

Supervisory Responsibility: N/A

Accountability

     Reports Directly To: CEO

     Works Directly With: All Programs and Support teams. 

Accountability to Participants and Stakeholders

Beit el Baraka team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, other stakeholders, and to international standards guiding international relief and development work. We are committed to actively engaging communities as equal partners in the design, monitoring and evaluation of our field projects.

Minimum Qualification & Transferable Skills

• Bachelor’s degree in business administration, supply chain, logistics or related field.
• Minimum 4 years of experience in procurement  with INGOs or private sector.
• Strong understanding of donor compliance requirements (USAID, ECHO, UN, etc.).
• Proven ability to manage multiple tasks and meet deadlines in a fast-paced environment.
• Fluency in English and Arabic (written and spoken).
• Excellent computer skills including MS Excel and procurement software.
• Strong coordination, documentation, and problem-solving skills. 

Success factors

The successful candidate will demonstrate high integrity, attention to detail, and an ability to manage competing priorities. They will build strong relationships across departments, model proactive communication, and support teams to adhere to organizational policies and processes. A keen understanding of operational risks and how to mitigate them will be key. The ability to adapt to changing contexts, solve problems proactively, and model Beit el Baraka’s core values of Integrity, Accountability, Courage, and Collaboration will be critical to success. They will also demonstrate a strong commitment to safeguarding, diversity, equity, and inclusion, ensuring that all financial processes support a safe and respectful environment for all stakeholders.

Team Efficiency and Effectiveness

Achieving our mission starts with how we build our team and collaborate. By bringing together individuals with a variety of experiences, backgrounds, and perspectives, we strengthen our ability to solve complex challenges and drive innovation. We foster a culture of trust and respect, where every team member is valued for their contributions, empowered to reach their full potential, and motivated to do their best work.

We recognize that building a strong and effective team is an ongoing process, and we remain committed to learning, improving, and growing together.

Equal Employment Opportunity

Beit el Baraka is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out different backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained global impact.

We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, marital status or any other protected group in the locations where we work. 

Safeguarding & Ethics

Beit el Baraka is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Beit el Baraka's Code of Conduct and values at all times.