Job purpose
Support the strategic procurement of goods and services, supplier sourcing and logistics/supply chain requirements for programme implementation in Nigeria. This will include providing monitoring and managing Malaria Consortium’s procurement processes at country level with strict compliance to the procurement policy, value for money and management processes. Job will also involve contract management, supplier performance evaluation and procurement risk management.
Scope of work
The Senior Procurement Officer will support the programme procurement plan development and implementation. The Job holder will coordinate all threshold assigned procurement in accordance with the Malaria Consortium Procurement Policy. This will include providing the analysis for all MC agreements and will monitor their implementation.
Key working relationships
The Senior Procurement Officer will report to the Procurement Manager and will work closely with the Country Operations Manager, Zonal admin Manager, Program leads, Logistics officer and all staff to provide them procurement support function. The Senior Procurement officer will provide technical oversight on State Admin Officers procurement functions.
Key accountabilities
Procurement (60%)
- Support the procurement manager in coordinating procurement in accordance with the Malaria Consortium Procurement Policy, ensuring that all documentation is completed, correctly approved, and filed appropriately for future reference.
- Maintain a record of the status of all procurements, which will be shared weekly with all relevant staff so that they can plan for their arrival.
- Process all related payments for procurements made within the specified timeline per MC agreements while ensuring documentation is complete and uploaded on SharePoint as at when due.
- Upload and track all documentation related to MC Procurement processes on SharePoint and secure in line with Data protection policy requirements.
- Support the Country Procurement Review Committee (PRC) meeting per Malaria consortium Procurement Policy guidelines.
- Serve as procurement covers to state admin officers/state procurement focal person on all procurement actions within the field threshold for the ITN Campaign Field Offices.
- Submit monthly reports on procurement management and procurement trackers detailing all procurement actions and timelines carried out every month.
- Execute the procurement process for all ITN Campaign request at the country office.
Operations planning (15%)
- Collaborate with the Procurement Manager to ensure effective and efficient workflow of procurement processes in country related to contract monitoring, supply chain planning, proper asset registrations and logistics planning.
- Support the procurement manager to develop, implement their programme / project procurement plans on a regular basis (at least quarterly) to ensure that all procurement is being planned to allow for on-time delivery at value for money following compliant processes.
- Any additional tasks delegated and assigned by operations lead related to job role.
Strategic supplier agreements (25%)
- Maintain a database of all registered suppliers, pre-qualified suppliers, and Contract agreements in a secure manner.
- Carry out routine risk assessments for supplier engagement and contracting.
- Support the procurement manager to set active Framework Agreements and creation of Preferred Suppliers based on the Country Procurement Plan, following the processes defined in the Malaria Consortium Procurement Policy, including for fuel, security, IT support, generator maintenance, vehicle maintenance, stationery, hotels, taxi firms, rental vehicles, event locations for conferences/workshops/seminars, printing material, etc.
- Track all procurements against all strategic supplier agreements and provide monthly reports to the Procurement Manager on total expenditure to date per agreement, supplier performance and issues and recommendations for the coming year.
Person specification
Qualifications and experience:
Essential
- Degree or similar qualification in procurement or related field
- At least 5 years’ experience working in an operations related role specifically in procurement.
- Has previous experience as a Procurement Officer in an international NGO within the last 3-5 years
- Proven writing skills in English
- Ability to work effectively and sensitively with staff in other locations.
- A collaborative and flexible style, with a strong service mentality
- Facilitation and coordination skills
- Sector awareness related to procurement.
Desirable
- Attentive to detail
- Highly organised
- Flexible and self- motivated
- Excellent written and oral communication skills
- He/she must clearly display the ability to effectively prioritise and perform to tight deadlines.
Work-based skills and competencies:
Essential
- Excellent interpersonal and communication skills
- Excellent computer skills with proficiency in Microsoft Word, Excel, and PowerPoint
- Analytical skills
- Is committed to the mission of Malaria Consortium and its values.
Desirable
- Good coordination skills
- Ability to work effectively and sensitively at the sub national levels
- Demonstrated understanding of Pharmacutical Importation and Customs processes
- Ability to communicate and negotiate with people from different back grounds and professions
- Strong analytical skills, including the ability to make complex information understandable to diverse different audiences
- Flexible and able to adapt to a quickly changing environment by applying knowledge and experience to solve unforeseen and unexpected problems
- Strong representational skills and strong writing skills
- Excellent computer skills in Excel and knowledge/use of database tools
Due to the nature of this role we will be reviewing applications on an ongoing basis and the role might be filled and closed before the closing date. Early applications are encouraged.
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