ROLE PURPOSE
The procurement Coordinator, will be responsible for making timely and cost-effective buying decisions that secure value for money for the organization. The role pprovides overall coordination for procurement transactional activities in compliance with GPON’s policies mainly the Supply Chain Operational Manual, best practices, local regulations and business needs. In the event of a major humanitarian emergency, the role holder will be expected to ensure timely support.
PHYSICAL ENVIRONMENT
Typical office environment.
ACCOUNTABILITIES AND MAIN WORK ACTIVITIES
Supply Chain Planning and Management
- Consolidate Procurement Plans submitted by Project or PO holders’ staff for effective program implementation;
- Analyse and consolidate Purchase Requisitions in accordance with the Supply Chain Operational Manual;
- Liaise with suppliers and purchase committee and ensure usage approved pre-qualified suppliers’ list in use.
- In collaboration with the Supply Chain and Security Manager and Purchase committee, compile an updated pre-qualified suppliers list for signoff.
- Guarantee adequate procurement transactions and accurate supporting documentation.
- Comply with GPON policies and procedures on procurement, storage, inventory, distribution and receipt of all GPON materials/goods.
- Prepare tender documents, requests for information, delivery costs and items;
- Monitor the compliance of the organizational policies and procedures as far as supply chain functions are concerned.
- Frequently carry out a market scan to review the prices for goods and services and to ensure that Plan is continuously getting value for money from the pre-qualified suppliers.
- To continuously research on the alternatives to save money on procurement or improve delivery of necessary goods and equipment’s.
- Provide support to implementation partners on procurement and logistics processes.
Procurement process management
- Develop and monitor the purchase tracker and procurement processes to facilitate effective delivery of programmes.
- Update and share the purchase tracking report with the and Supply Chain Manager.
- Maintains records of all purchases, agreements, contracts and ensure regular updates where necessary.
- Maintain accurate Bills of Quantity for appropriate projects, which are approved by a registered engineer for projects.
- Follow up and ensures that all outstanding purchase orders are delivered by the due date. Stock & Warehouse process Management
- Ensure appropriate flow of information between warehouse and stakeholder (procurement team) In receiving and handling stock movement.
- Ensure that all tools & template of stock and warehouse is in place.
- Oversee the inventory transactions through physical counts, inspection, etc. to ensure that inventories agree with recorded amounts.
Customs process management
- Oversee the process of customs and ensure that customs clearance is affected in an efficient manner within legal requirements.
- Tracking shipments sent from external parties and providing the required shipping agencies to clear the shipment when needed.
Additional job responsibilities:
The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within the reasonableness of their level of skills and experience
Behaviours (Values in Practice)
Accountability:
- Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling GPON values.
- Holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.
Ambition:
- Sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same.
- Widely shares their vision for GPON, engages and motivates others.
- Future-orientated, thinks strategically and on a global scale.
Collaboration:
- Builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters.
- Values diversity sees it as a source of competitive strength.
- Approachable, good listener, easy to talk to.
Creativity:
- Develops and encourages new and innovative solutions.
- Willing to take disciplined risks.
TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE
Essential Qualifications/ experience:
- Bachelor’s Degree in Procurement and Supplies Management, Business Management or relevant training in Logistics procedures and systems.
- Minimum (4-5) years of progressive NGO experience in procurement, contract management, administration or related area.
- Charter Institute of Procurement and Supplies (CIPS) accreditation
- Computer and analytical skills: Experience in MS Excel and other MS applications; Word, PowerPoint etc.
Desirable Qualifications/experience:
- Experience in the procurement modules of any ERP. Knowledge of QuickBooks would be an added advantage.
- Experience on VAT exemption procedures and Knowledge of Nigerian Government procurement requirements.
Languages required
Excellent written and verbal communication skills in Hausa and English.
LEVEL OF CONTACT WITH CHILDREN
Low contact: No contact or very low frequency of interaction
Salary and conditions: NGN 600,000 – NGN1, 000,000. The income will be subject to statutory deductions as per applicable Nigerian laws. The employee is responsible for the tax returns.
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