Procurement Manager

Position summary

The procurement manager is responsible for all procurement activities.

S/he will be responsible for developing the RMF’s annual procurement plan in conformity with the budget. S/he will supervise the implementation of the procurement plan to ensure timely and effectively delivery of the procured items.

The position holder will be responsible for maintaining the policies and procedures related to procurement and will conduct regular revisions to ensure effective internal control and compliance with donors and RMF policies.

The holder of the position will also be responsible for providing capacity building for RMF staff and NGO partners. S/he needs to provide support for Project Managers in all the procurement processes and donor compliances.

Main Job Tasks and Responsibilities

• Under the close supervision and cooperation of the Project Managers, the Procurement Manager will develop TORs, assist in recruitment, and manage Consultants’ subcontracts.
• Lead all procurement activities under RMF as directed by the General Director and in close coordination with the Finance and Administration Manager including, but not limited to:

1. Setting the specifications and/or bill of quantities for equipment and/or construction activities.
2. Preparing tender documents for construction and non-construction activities including bidding conditions, bill of quantities, engineering drawings to issue tenders/bids.
3. Identifying potential suppliers for required equipment based on RMF regulations.
4. Launching tenders for the procurement of equipment or construction activities.
5. Organizing bids’ opening sessions and evaluation and selection processes for best offers submitted by bidders.
6. Drafting contracts to be signed with suppliers and contractors, following progress of works with operation managers, etc.
7. Following-up on proper delivery/commissioning of equipment and/or progress of works as per required specifications/BOQs, and ensure proper supporting documentation.
8. Managing suppliers/contractors invoices and complete temporary and final transfer of works.
9. Following-up on assets lists
10. Coordinating with Suppliers regarding request for quotations, and request for proposals; Obtaining quotations and preparing comparison tables.
11. Assisting Program Directors and Administration and Financial Managers with program pipelines and other topics, as needed.
12. Collecting and consolidating of the Annual Procurement Plan, Quarterly PRs received from projects.
13. Arranging and issuing Procurement Calendar for procurement planning and PR preparation for all projects and units before preparing their annual budget or revised budget.
14. Managing the consolidation process of the collected procurement planning to develop the annual procurement plan and quarterly requirements.
15. Ensuring that the procurement planning and PRs are matching with the donors.
16. Implementing of timely and cost effective purchases and their delivery as per the quarterly PRs.
17. Ensuring preparation of a plan by RFQ section for procurement based on the consolidated Quarterly PRs so that the requested purchases are timely completed.
18. Supervising the tender and quotation requests for all planned procurement to ensure that all offers are collected correctly from enlisted vendors.
19. Reviewing all Purchase Orders (POs) ensuring completeness and compliance with RMF procurement policies.
20. Ensuring that the purchased goods are delivered on time.
21. Managing the performance of the procurement staff according to RMF’s Performance Management System that requires performance planning, coaching and mentoring, review discussions, and final evaluation.
22. Providing guidance, capacity building and technical advice to the partners and the support and program staff.
23. Ensuring adequate and appropriate separation of duties among these staff as per the procurement manual.  
24. Ensuring appropriate measures to enlist new vendor and renewal of the old vendor list.
25. Following up the development of the vendor lists for their local procurement and arrange approving the list through.
26. Arranging random checking of the vendor addresses and their documents
27. Arranging vendor training and orientation from time to time as required.
28. Logistics management, Inventory control and Billing documents for vendor payments.
29. Ensuring receiving and delivering of goods from and to the vendor and the end users respectively in time through following up with the concerned section regularly.
30. Arranging forwarding the bills supporting documents to finance section as per the schedule through monitoring and supervision.

Education and Experience

• At least 5 years of experience in relevant field.
• A post-graduate degree in fields of business, finance or other relevant fields.
• Prior similar responsibilities and strong experience in procurement plans, and pipeline forecast.
• Knowledge in construction procurement
• Analytical thinking skills
• Excellent knowledge of English and Arabic; French is a plus.
• Excellent reporting, communication and interpersonal skills.
• Preferably have experience in USAID, UN EU rules and regulations