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Description:

Job Purpose

The Procurement Officer will be responsible of reviewing procurement requests and initiating procurement procedures for equipment, supplies, and services in a transparent and cost-effective manner. Assisting the line manager in consolidating all user department requirements to ensure that the annual procurement plan reflects the needs of the entire organization. Developing and maintaining close working relationships with internal and external stakeholders. Be responsible for the management of all project procurements and assist with processing service contracts, leases and rental agreements at the Country Office.

Summary of Key Responsibilities:

• Checking the given thresholds and establishing whether the procurement requisition is following the standard procurement process or is going for closed or open tender.
• Notifying the Line Manager regarding the tender and requesting approval to embark on the tender process
• Preparing and organizing the annual procurement plan in collaboration with relevant departments, ensuring alignment with budgetary and operational priorities.
• Assisting the line manager in reviewing and updating the procurement plan periodically to reflect changes in departmental needs or organizational priorities.
• Developing and maintaining accurate procurement reports to assist with decision making.
• Execute procurement tasks for all procuring equipment and services (hotel, airline tickets, etc.).
• Liaise with Ops Manager and Program Managers regarding all Procurement, Logistics and service requirements, in order to consolidate overall procurement (or service) requirements and optimize purchasing power
• Take the lead in proposing and implementing strategic adjustments towards increasing the effectiveness and accuracy of all Procurement & Logistics procedures.
• Track and report on issued purchase orders including overdue purchase orders
• Maintaining and regularly updating the supplier database in line with the organisation’s procurement policy, ensuring that all information is accurate and current.
• Maintain records of all transactions, ensuring that an efficient filing system for records of all quotations, procurement process, copies of records of expenditure, receiving reports, receipts, local order forms, etc. are kept accountable and easily accessible by managers.
• Completing procurement packs and submitting them for payment.
• Ensuring only approved and verified suppliers are being issued with purchase orders, thereby supporting transparent and accountable procurement processes.
• Track and report on requisition status in the sage system.
• Assisting in preparing the monthly procurement report

Required Skills and Abilities

• Excellent in Communications Skills
• Good Analytical Skills
• Attention to details
• Demonstrated knowledge of supply chain, administration and evaluation techniques and practices;
• Good level of computer literacy, including database applications;
• An honest and accountable person with allocated resources     
• Good Negotiating & Networking Skills
• Excellent Planning & Organizational Skills
• Good Interpersonal Skills
• Ability to supervise staff and coordinate administrative activities;
  
  

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Primary Areas of Accountability: