Procurement Advisor at MEBS Global Nigeria

Job Description

• The Procurement Advisor is a key member of the procurement department that is saddled with the procurement of goods and services on the 4PL projects.
• The procurement Advisor will support the end-to-end procurement process from identification of procurement need to contracting and contract management. Additionally, the position involves managing the issuance of Expression of Interest (EOI) documents to potential suppliers, evaluating responses, shortlisting qualified suppliers, and developing Request for Quotation (RFQ) or Request for Proposal (RFP) documents, managing the RFQ and RFP processes, analyzing responses, negotiating terms and prices, and supporting the finalization of contracts. The role also supports the expediting of procurement orders, resolving supplier issues, conducting market research, evaluating emergency procurement requests, and collaborating with cross-functional teams in developing Service Level Agreement and co-managing the contracts.
• The Procurement Advisor reports directly to and under the supervision and guidance of the Senior Manager, Procurement but will work collaboratively (under the guidance of and as approved by the Senior Manager, Procurement) with other departments, foremost among which is the Supply Chain Operations department, Finance, and the MIS/IT departments of the project.

Specific Responsibilities
Goods and Service Solicitation:

• Prepare RFQ or RFP documents for solicitation of services or goods detailing the scope of work, technical specifications, terms and conditions, and evaluation criteria.
• Manage the RFQ process, including communication with suppliers/vendors, clarifications, and ensuring timely submission of bids.
• Coordinate Technical Evaluation meetings to analyze RFQ responses, negotiate terms and prices with selected suppliers/vendors, and support the finalization of vendors' contracts or Purchase Orders in accordance with organizational policies and procedures.
• Prepare EOI documents and support the prequalification process for suppliers including physical inspections.
• Conduct due diligence on all suppliers' proposals including verification of documents, reference checks, and leading physical inspections where appropriate.
• Manage and keep all files and documentation pertaining to all procurement processes from start to finish ensuring the procurement system is audit ready.
• Provide ad-hoc support for urgent procurement needs, such as expediting orders, resolving supplier issues, and addressing contract disputes.
• Conduct market research and supplier assessments to identify alternative sourcing options for critical goods or services

Supplier Relationship Management:

• Manage and regularly update the project’s database of suppliers for goods and services.
• Maintain a professional relationship with the project’s suppliers base ensuring their feedback or concerns are documented and addressed by the relevant project departments promptly.

Contract Management:

• Co-manage contract with the user’s departments ensuring the contract terms and conditions
• are applied as necessary.
• Effectively liaise with the User or technical department to ascertain the satisfactory performance of contract deliverables or supplies.
• Support the review of suppliers’ invoices to ensure billing aligns with the rates card and
• methodology in the contracts.
• Work with the technical units or user department to conduct periodic vendor performance review meetings, and translate learnings to improve procurement processes, and contract terms and conditions.

Coordination and Internal Stakeholders Management:

• Proactively track all project’s procurement action requests and manage procurement update
• tracker ensuring all tasks are completed as scheduled.
• Liaise with the technical or user departments in developing clear technical specifications for all procurement requests.
• Assist in the evaluation of emergency procurement requests, ensuring compliance with procurement policies and regulations.
• Collaborate with cross-functional teams to address unforeseen procurement challenges and find timely solutions.
• Any other tasks assigned by the Senior Manager, Procurement.

Qualifications and Experience

• Bachelor's Degree in Business Administration, Supply Chain Management, Procurement, or a related field; Master's Degree is desirable.
• Full or intermediate/associate certification (or membership) in Procurement, Logistics and Supply Chain Management by reputable and recognized international and local Nigeria entities, the following but not limited to the following - Chartered Institute of Procurement & Supply (CIPS), International Federation of Purchasing and Supply Management (IFPSM), The Chartered Institute of Purchasing and Supply Management of Nigeria (CIPSMN), The Association of Supply Chain and Logistics Management Professionals (ASCLMP) or other similar entities with all-encompassing training/certification curriculum that covers procurement, logistics and supply chain management
• With Bachelor's Degree, minimum of 7 years of progressive experience in procurement, with at least 5 years of experience managing procurement activities in the global health sector, preferably with donor-funded projects. With a Master's Degree, minimum of 5 years of progressive experience in procurement, with at least 3 years of experience managing procurement activities in the global health sector, preferably with donor-funded projects.
• Working knowledge of procurement principles, practices, regulations, and standards, including familiarity with multilateral or bilateral donor procurement guidelines (e.g., Global Fund, USAID, DFID etc).
• Proven track record of successfully managing and supporting complex procurement processes and high-value contracts, including competitive bidding, negotiations, and contract management, preferably in the health sector.
• Experience in supplier relationship management and/or vendor management and/or contract management.
• Strong analytical, problem-solving, and decision-making skills, with the ability to anticipate challenges, identify opportunities, and develop innovative solutions to achieve project objectives.
• Excellent communication, negotiation, and interpersonal skills, with the ability to effectively collaborate and communicate with diverse stakeholders at all levels, both internally and externally.
• Inworking knowledge of e-procurement software and tools (ERP systems or other related e- procurement tools), as well as Microsoft Office Suite (Word, Excel, PowerPoint), with the ability to analyze data, generate reports, and make data-driven decisions.
• Fluency in English.
• Demonstrated ability to work effectively both independently and as a team member.
• Excellent organizational and communication skills.
• Strong written and verbal English language skills.

Interpersonal Competencies:

• Ability to work with other team members, flexibility, decisiveness and personal integrity

Language:

• Fluency in English (speaking, reading, and writing).