Procurement Officer Needed – Immediate Start

Job Summary

The Procurement Officer will support the Procurement Coordinator in ensuring efficient, transparent, and cost-effective procurement operations in compliance with organizational policies, donor regulations, and applicable laws. The role focuses on assisting with procurement processes, vendor management, documentation control, and inventory monitoring to ensure uninterrupted program implementation.

Key Duties and Responsibilities:

1. Procurement Process Support

• Assist in reviewing purchase requisitions and purchase orders to ensure completeness, accuracy, and compliance with organizational procurement policies and procedures.
• Support the procurement process from requisition to delivery, ensuring proper authorization levels are obtained before processing purchases.
• Prepare and issue Requests for Quotations (RFQs), Invitations to Bid (ITBs), and Requests for Proposals (RFPs) under the guidance of the Procurement Coordinator.
• Assist in conducting bid opening, tabulation, and evaluation processes in line with procurement regulations and best practices.
• Prepare comparative bid analysis summaries for review and approval.

2. Vendor and Supplier Management

• Maintain and regularly update the suppliers’ database, including pre-qualification documentation and annual performance reviews.
• Assist in conducting market surveys and vendor research to identify reliable and cost-effective suppliers.
• Monitor supplier performance to ensure timely delivery, quality compliance, and adherence to contractual terms.
• Support resolution of supplier queries and disputes in coordination with the Procurement Coordinator.

3. Inventory and Stock Monitoring

• Monitor stock levels and consumption patterns in coordination with stores/warehouse staff to prevent stock-outs and overstocking.
• Assist departments/programs in planning procurement needs based on approved annual procurement plans.
• Support periodic inventory counts and reconciliation processes.

4. Documentation and Compliance

• Maintain accurate and complete procurement records (hard and soft copies) for audit purposes.
• Ensure all procurement files contain required documentation, including approvals, quotations, contracts, delivery notes, and payment documents.
• Ensure compliance with donor procurement regulations, ethical standards, anti-fraud policies, and relevant national laws.
• Assist in preparing procurement reports (monthly/quarterly) as required.

5. Contract and Logistics Support

• Assist in drafting purchase orders and simple contracts under supervision.
• Follow up on order status, shipping arrangements, and delivery schedules.
• Support coordination for duty waivers and clearance documentation to avoid delays and demurrage charges.
• Track outstanding orders and update procurement trackers regularly.

6. Planning and Coordination

• Support the development and implementation of annual procurement plans.
• Liaise with the Finance, Programs, and Stores departments to ensure smooth procurement workflow.
• Participate in Internal Procurement Committee meetings as required and prepare meeting documentation.

Qualifications

• Bachelor’s degree in Procurement & Supply Chain Management, Business Administration, Logistics, or a related field.
• Professional certification (e.g., CIPS Level 4 or equivalent) is an added advantage.
• Minimum 4 years’ experience in procurement, preferably within an NGO or donor-funded environment.
• Familiarity with donor regulations and procurement best practices.
• Proficiency in MS Office and procurement/ERP systems is desirable.