Procurement Officer at Chabash Development and Health Initiative

Job Summary:

• The Procurement Officer is responsible for ensuring timely, cost-effective, and compliant procurement of goods, works, and services in line with CDHI’s procurement policies and donor regulations. The role supports the entire procurement cycle — from planning and vendor sourcing to contract management and asset tracking — ensuring value for money, ethical practices, and transparency across all CDHI projects.

Key Responsibilities

Procurement Planning and Management

• Support program and operations teams in developing annual and project-specific procurement plans.
• Ensure all procurement requests are properly reviewed, approved, and processed in accordance with procurement thresholds and authorization matrices.
• Manage the solicitation process (RFQs, RFPs, ITBs) ensuring fairness, transparency, and competition.
• Maintain an updated procurement tracker and ensure timely delivery of goods and services.
• Verify specifications, quality, and quantities against purchase requests and delivery notes.

Vendor Sourcing and Management

• Identify and maintain a database of prequalified and reliable suppliers and service providers.
• Conduct due diligence and reference checks on new vendors before engagement.
• Negotiate pricing, payment terms, and delivery schedules to ensure value for money.
• Monitor vendor performance and ensure compliance with contractual obligations.
• Coordinate periodic vendor evaluations and recommend supplier renewals or replacements.

Compliance and Documentation

• Ensure procurement processes adhere strictly to CDHI and donor procurement policies and procedures.
• Maintain accurate, up-to-date procurement files, including bid analysis, approvals, contracts, and delivery records.
• Ensure transparent and auditable documentation for all procurements.
• Support internal and external audit reviews by providing necessary documentation and explanations.
• Monitor procurement activities for risks of fraud or non-compliance and report irregularities immediately.

Logistics and Inventory Coordination

• Work with the logistics team to coordinate receipt, inspection, storage, and distribution of procured items.
• Ensure proper tagging and record-keeping of assets and consumables.
• Support asset verification, stock reconciliation, and disposal in line with donor and organizational policies.
• Liaise with transport and logistics providers to ensure safe and timely delivery of supplies.

Coordination and Capacity Building

• Collaborate with program teams to understand procurement needs and ensure timely support for implementation.
• Provide training and technical guidance to program and field staff on procurement processes and compliance.
• Participate in procurement committee meetings and contribute to transparent decision-making.
• Foster strong working relationships with government agencies, suppliers, and partner organizations.

Qualifications and Experience

• Bachelor’s degree in Procurement, Supply Chain Management, Business Administration, Accounting, or related field (CIPS certification is an advantage).
• Minimum of 3–5 years’ relevant experience in procurement or supply chain management within an NGO or donor-funded project environment.
• Strong knowledge of donor procurement regulations (USAID, UNICEF, ECHO, WFP, etc.).
• Proven experience managing tenders, vendor selection, and procurement documentation.
• Excellent negotiation, communication, and organizational skills.
• High level of integrity, accountability, and attention to detail.
• Proficiency in Microsoft Excel, Word, and procurement tracking tools.
• Fluency in English (knowledge of local languages such as Hausa, Kanuri, or Fulfulde is an asset).
• Willingness to travel to field offices and project sites as required.