Healthy Learners
Posted Job
4 months ago

Procurement Officer

The position will coordinate local procurement activities and processes to acquire goods and services in support of the delivery of high-quality programming to the poor and vulnerable. The individual’s knowledge and experience will allow him/her to successfully coordinate the quality and efficiency of procurement and purchasing activities and ensure stewardship, integrity transparency, and accountability

Primary Responsibilities:

  • Manage procurement procedures and systems
  • Coordinate fully compliant procurement systems and operating procedures
  • Assess effectiveness and efficiency of procurement systems and procedures and recommend improvements
  • Contribute to ensuring compliance with Healthy Learners’ procurement principles, standards, and policies, donor regulations, and local statutory requirements
  • Coordinate with various departments to develop and maintain an up-to-date procurement plan with all quantities, quality and delivery requirements for goods and services
  • Procure and ensure timely, efficient and cost effective supply of goods and services to user projects / departments in accordance with internal policies and procedures as well as donor requirements.
  • Prepare solicitation documents to potential vendors/suppliers to facilitate selection of suitable suppliers of goods and services
  • Develop and manage list of qualified vendors of goods and services
  • Prepare purchase orders for sanctioning by management after requisitions have been authorised and promptly dispatch approved orders to concerned suppliers
  • Provide pricing information to assist budget holders with budget preparation
  • Coordinate the sourcing process and perform various activities to assist with ensuring the best value for money: market research, cost estimates, solicitation documents, bidding process facilitation, supplier identification and research, quality and availability of goods assessment, negotiation, contract/purchase order and other documents preparation.
  • Review contracts for lease agreements, vendor and supplier contracts
  • Review all purchase requisitions and cross check with price targets to ensure that all specifications are clear and corresponding authorisations have been obtained and attached.
  • Ensure effective and timely preparation of bidding documents in order to facilitate bid invitations and tender evaluations and awards.
  • Collect information to confirm that goods/services delivered are what have been ordered in the correct quantities and quality as well as ensure that they arrive on schedule and at the right cost.
  • Maintain correspondence and constant contact with suppliers to follow up on the execution of contractual terms and conditions as well as handle issues if needed.
  • Develop and implement systems and processes that ensure full and complete documentation of receipt and distribution of procured goods.
  • Communicate with various program and operation units to coordinate and track goods/services delivery and receipt and keep everyone informed of the status.
  • Monitor and report on supplier performance, noting current and/or potential issues and/or inefficiencies and assist with contract/purchase order modifications.
  • Accountable for transparency within the procurement department through ensuring a complete, accurate and up-to-date document trail of all procurement processes, vendor files, procurement and inventory database to assist with control and accountability.
  • Liaise with counterparts at partner organisations to ensure effective and efficient collaboration on all matters related to procurement, including when space and resources are shared
  • Monitor and review administration of construction related activities
  • Support Administration to ensure inventory systems are implemented and well managed within the office
  • Review asset registers and conduct asset counts
  • Prepare reports and facilitate document retrieval.
  • Any other responsibilities as assigned

Minimum Qualifications:

  • Bachelor’s Degree in Business Administration, Purchasing & Supply or other related field.
  • Five or more years of relevant experience in procurement/purchasing management, logistics, administration, preferably with a non-governmental organisation

Preferred Skills / Prerequisites:

Technical Skills and Experience

  • Procurement strategy formulation, implementation and monitoring
  • Procurement policies and procedure
  • Supplies and materials management
  • Vendor management
  • Annual procurement planning
  • Procurement documentation management
  • Ability to effectively manage of procurement committee meetings
  • Procurement negotiations
  • Able to carry out basic tasks on a computer or hand-held device
  • Knowledge of contract terms, as well as a proven ability to successfully complete purchase orders against specifications.
  • Experience in and understanding of risk management
  • Professional certification a plus
  • Chartered Institute of Purchasing and Supply (CIPS) Level 4 is an added advantage
  • Knowledge of budgeting and resource allocation procedures is a plus
  • Knowledge of international and national procurement regulations and local market conditions
  • Experience with database management systems (e.g. MS Access) highly desirable
  • General
  • Strong planning and coordination skills and ability to prioritise competing priorities effectively
  • Good analytical skills with ability to make independent judgement and decisions
  • Proactive, results-oriented and able to find ways of solving or pre-empting problems
  • Strong organisational skills that reflect ability to perform and prioritise multiple tasks seamlessly with excellent attention to detail
  • Strong interpersonal skills and the ability to build relationships with stakeholders
  • Emotional maturity, patience and the ability to remain calm in stressful situations
  • Demonstrated ability to achieve goals and meet deadlines in a fast-paced environment
  • Good writing skills
  • Humility and willingness to regularly receive constructive feedback
  • Flexible and open to change

Method of Application

Interested applicants should email their CV and 1 page cover letter to this link:

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