Procurement Officer Job: Healthy Learners

JOB OVERVIEW

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 the 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 the selection of suitable suppliers of goods and services
• Develop and manage a list of qualified vendors of goods and services
• Prepare purchase orders for sanctioning by management after requisitions have been authorized 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 authorizations 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 organizations to ensure effective and efficient collaboration on all matters related to procurement, including when space and resources are shared
• Monitor and review the 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 organization

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 prioritize competing priorities effectively
• Good analytical skills with ability to make independent judgment and decisions
• Proactive, results-oriented and able to find ways of solving or pre-empting problems
• Strong organizational skills that reflect ability to perform and prioritize 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

Interested applicants should email their cv and 1 page cover letter to [email protected]

Note: You can learn more about our work by visiting www.healthylearners.org