Procurement Officer, AO at British High Commission

Job ID: 37/22 LOS
Location: Lagos
Grade: Administrative Officer (AO)
Type of Position: Fixed Term
Duration of Post: 12 months
Working hours per week: 35 hours
Start and End Date: 1st December, 2022
Type of Post: British Deputy High Commission
Job Category: Foreign, Commonwealth and Development Office (Operations and Corporate Services)
Job Subcategory: Procurement

Main Purpose of Job

• The jobholder will support the Corporate Services team in Finance and Procurement processes as well as ensuring that post is in line with audit requirements and compliant with One HMG  guidance and policies.

Roles and Responsibilities
Procurement:

• To ensure procurement is undertaken in line with FCO policies and principles. To support the Head of Procurement and Head of Corporate Services at post and across the network, to achieve financial compliance and integrity.
• Provide a commercial lead on platform procurement needs under £25k closely following VMF principles.
• Working with the Regional Procurement Hub for Post to comply with the FCO Procurement policies and guidelines.
• Reviewing all the supporting documents of a Supplier Maintenance Form and submit to Head of Corporate Services for approval.
• Working with the Regional Procurement Hub and Embassy sections on opportunities for framework agreement and cost savings initiative.
• Conduct regular market research in order to maximise VFM procurement opportunities and routes to market. 
• Manage active supplier list and ensure it is fit for purpose across procurement categories.
• Maintain agreed supplier list in conjunction with the Procurement Hub
• Maintain records of suppliers and documentation
• Perform Supplier yearly market testing 
• Lead procurement of capital expenditure at the BDHC, which includes generators, vehicles and other assets.
• Monthly housekeeping of open Purchase Order’s (PO’s), Goods Received Not Invoiced (GRNI) report, ensuring that PO’s are closed in a timely manner, investigate any ‘red’ scores on the post report.
• Work closely with the accounts team to ensure invoices are received and uploaded for timely payment.
• Other procurement task as directed by line management.

Contract management:

• Manage the contract tender process of various procurements of goods, services or work projects. This will include; sourcing of suppliers, creation of input and agreement of specification, preparation of tender documentation, liaison and coordination with suppliers to clarify requirements, coordination and evaluation of bids, seek appropriate approval, direct negotiation, agreement of contracts their management and closure for the BDHC, Lagos.
• Manage documentation off all purchases and tenders above £25k through the Procurement hub. 
• Ensure all contracts are delivered and managed in line with FCO legal requirements and procedures.
• Working with the different teams at Post to monitor supplier performance based on agreed KPIs.

Budget Management and Forecast amendments:

• Support planning and forecasting of seasonal procurement needs across departments.
• Arrange budget meetings in consultation with the Head of Corporate Services, attend meetings and take minutes, distribute to budget holders.

Other:

• Lead on asset disposal in addition to any other capital assets as advised by DHCS in line with policy.
• Responsible for maintaining the Fixed Asset Register for BDHC, Lagos.
• Act as cover in charge of the stationary store in the absence of the CS assistant.

Resources Managed:

• N350,000 Imprest

Essential Qualifications, Skills and Experience

• B.Sc in Accounting, Business Administration, Finance or related field
• Previous procurement/contract management experience in a structured organisation
• Proficiency in Microsoft Office, in particular, Excel
• Excellent interpersonal and communications skills
• Proficient written and spoken English.

Desirable qualifications, skills and experience:

• Have a Master’s Degree in any related field
• Be a member of CIPS with road map to completing the course.

Required Behaviours:

• Making Effective Decisions, Managing a Quality Service, Delivering at Pace, Working Together

Salary  
USD1,314.06 / Month.

Other benefits and Conditions of Employment 
Working Patterns:

• Full-time but should be willing to work flexible hours