Procurement Officer at Save The Children

Role Purpose

• The Procurement Officer is responsible for managing Procurement processes to ensure effective, transparent and accountable support to the Save the Children programs in Borno State.
• Under the supervision of the Logistics Coordinator to ensure adequate consideration for coordination of supplies deliveries and planning of program implementation.
• Provide technical advice and guidance to program/support teams on procurement of goods and services and on best procurement practices.
• Anticipate procurement bottlenecks and resolve them ahead of issues.

Key Areas of Accountability
Procurement and Supply:

• Implement procurement as per approved Save the Children International guidelines, procedures and forms.
• Check the availability and prices of requested items in the local market; liaise with Country office if procurement must be conducted there.
• Maintain and regularly update the price list.
• Maintain and regularly update current supplier database.
• Maintain, keep up-to-date and share a weekly procurement tracker, showing the current status of the requested items and the date which they are expected to be supplied to the projects
• Organize collections of required numbers of quotes for all relevant procurement's
• Advises the Budget holder on contract allocation if relevant. Call for procurement committee meetings, take notes and documents the decision making process.
• Drafts POs according to Procurement committees proceedings for Review of relevant manager and submits for Budget holder approval
• Collate all payment file and submit to LM for check before submission to Budget holder and finance payment
• Prepare monthly summary reports on the procurement, identifying problems in operations and solutions proposed.
• Oversee all arrangements for meetings and conferences as required, ensuring these are delivered to a high quality and cost effectively
• Line manage all procurement assistants under supervision of the position by managing performance on an on-going basis
• Manage suppliers relationship up to delivery of goods / completion of service
• Follows up with Finance office on outstanding payments files. In liaison with the Senior Logistics Manager, Trouble-shoot file incompleteness and/or inconsistencies.
• Maintains and keep up-to-date a hard documentation filling system for procurement files allowing easy reference for audit purpose.
• Comply with all relevant Save the Children policies and procedures with respect to child protection, code of conduct, fraud, health and safety, equal opportunities and other relevant policies
• Work in close collaboration with the finance and administration departments to ensure effective operations and strong team spirit
• Carry out any other tasks required by the line manager in line with job description and capacity development plan.

Reports:

• Maintain all Procurement files in an organized, accurate and up to date manner
• Produce weekly procurement tracker and send to programs and management teams at field level.
• Generate any other procurement related reports upon request (item category/ donor / time / budget… - based)

Requirements, Skills & Experience
Administrative & General Skills:

• Level of Education - Bachelor's degree in Logistics and Supply Chain Management, Business Administration, Accounting or related field
• Professional international certification in procurement or logistics (e.g. CIPS, CILT) an added advantage
• Communication & Interpersonal Skill Level - Excellent
• Language Requirements - English & Hausa - Excellent
• Level of IT literacy Required - (Word, Excel, Powerpoint, Email system, Internet browsing) - Excellent

Experience Expectations:

• Desired number of years prior experience in a similar role - 3 years
• Experience in procurement and logistics with INGO: Minimum 2 years
• Experience in a relatively insecure field based environment
• Experience working with Save the children

Working Conditions
Ability and willingness to travel to projects and stay in basic conditions when necessary