Procurement Officer

Key Responsibilities

• Procurement Planning:
  • Collaborate with project managers and stakeholders to develop procurement plans that align with project timelines and budgetary constraints.
  • Conduct market research to identify potential suppliers and ensure competitive pricing.
• Sourcing and Vendor Management:
  • Source and evaluate potential suppliers, negotiate contracts, and establish and maintain strong vendor relationships.
  • Monitor vendor performance to ensure compliance with contractual agreements and service level expectations.
  • Coordinate with the senior procurement manager and general manager to conduct negotiations with suppliers regarding (product quality prices, specifications, discounts, penalty conditions, returned goods, delivery mechanism, discounts, and payment method)

• Bid Processes:
  • Coordinate and oversee the bid and tendering processes, ensuring fair and transparent procedures.
  • Evaluate bids and proposals based on predetermined criteria, making recommendations for vendor selection.

• Contract Management:
  • Coordinate with the administrative and legal department to draft contracts, ensuring they align with organizational policies and legal requirements.
  • Monitor contract performance and address any deviations or issues that may arise.

• Compliance and Documentation:
  • Ensure procurement activities comply with relevant laws, regulations, and organizational policies.
  • Procure and purchase goods and materials after having the approval of the procurement committee.
  • Review all forms and paperwork such as receipts and ensure they are correct and follow ISWA’s procurement procedures and guidelines. Review all the logistics invoices and keep data updated including doing data entry for the project.
  • Maintain accurate and organized procurement documentation, including contracts, purchase orders, and vendor files.
  • Communicate with other key departments: programs, logistics, finance, and administration when needed.

• Cost Control and Budgeting:
  • Work closely with finance officer and project teams to manage procurement budgets effectively.
  • Identify cost-saving opportunities without compromising quality or compliance.
• Risk Management:
  • Identify and mitigate procurement related risks, ensuring that projects are not adversely affected by supply chain disruptions.

• Performance-Based Incentive

• The Procurement Officer's performance will be evaluated against key performance indicators (KPIs) related to cost efficiency, compliance, timeliness, and vendor management. The incentive program is structured to provide a fair and transparent assessment of the individual's contributions to the organization.

• In addition to the specified work outlined above, the Procurement Officer is entitled to take on any additional duties by the management that contribute to the organization's goals and mission. This flexibility reflects our commitment to fostering a dynamic, collaborative environment where employees can contribute their skills and expertise in diverse ways, further enriching the impact and reach of ISWA's initiatives.

Qualifications:

• Bachelor’s degree in business administration, Supply Chain management, or a related field.
• Proven experience in procurement and vendor management, preferably in a non-profit or international development context.
• Understanding of procurement processes, ability to source and negotiate with suppliers, and experience in managing suppliers are crucial.
• Strong negotiation and communication skills.
• Ability to negotiate with suppliers for the best deals and terms.
• Willingness to adapt to changing situations and address various tasks as necessary.