Procurement Officer

Responsibilities

The procurement officer will undertake functions as mentioned below:

Procurement:

• Manage the full procurement process for all supplies and services, ensuring that the procurement processes outlined in the Procurement Guidelines are followed at all times.
• Being responsible for preparing all necessary paperwork, quotations, evaluating quotations and putting PO and contracts in place.
• Ensuring that the evaluation and selection criteria of vendors/supplier is appropriately executed and documented as outlined in the procurement manual.
• Ensuring that the correct and appropriate contract is prepared, reviewed and duly approved upon selection of a vendor/supplier.
• Ensure that all procurement requests are processed efficiently and timely.
• Oversee the collection and receipt of goods from the suppliers, ensuring that the goods are of the required specifications.
• Being responsible for preparing Request for quotations (RFQs), etc. for review and approval before sharing with potential vendors.
• Maintaining a filing system in line with the procurement procedures: (both hard and electronic copies) in an organized, accurate and up to date manner.
• Maintaining and regularly updating supplier database and carry out Market Surveys.
• Support programing teams in the development and close monitoring of procurement plans.
• Preparing accurate and complete Payment Requests (with all supporting documents) and onward submission to Finance Department.
• Constantly coordinating & liaising with other support functions (HR, Admin, and Finance) to effectively provide support to program implementation.
• Managing procurement related external communications with vendors/suppliers.
• Update general inventory list as new assets are procured.
• Conduct periodic physical verification/inspection of the assets on quarterly basis
• Perform additional tasks as required to meet organizational and operational needs, beyond those outlined in this job description.

Essential attributes:

1. Essential qualifications: Bachelor degree in Business Administration, supply chain and operations or similar required field.
2. Essential experience:

• Minimum 2 years of relevant work experience
• Experience in emergency work is a plus, Experience with INGO (advantage)

Competency profile:

• Excellent communication and time management skills
• Proven commitment to accountability practices.
• Proven ability to priorities tasks, meet deadlines and work with limited supervision
• Knowledge of computers: word processing, database management packages.
• Fluent in written and spoken English