Procurement Officer at Gender Equality, Peace and Development Centre (GEPaDC)

Role Purpose

• The Procurement Officer (Sourcing) is responsible for providing effective procurement support for all GEPaDC procurement requirements. Ensuring alignment with agreed procurement plans, requests, and organizational procurement systems, procedures, and policies, the officer holds full accountability.
• Responsibilities encompass vendor and contract management to facilitate operational buying processes, as well as onboarding and maintaining relationships with suppliers.
• The role involves monitoring market trends, conducting due diligence checks, engaging in negotiations, and reporting savings through the form of a BAF (Bid Analysis Form) for the organization.
• In times of necessity, the officer may also function as an operational buyer.
• Ensuring that the right suppliers that will supply the right quality of goods and services are sourced and onboarded.
• Ensure good management of organizational contracts and setting up of Framework; agreement for goods and services for programmes needed to deliver outstanding results for children;
• Ensuring the best value for money is achieved through competitive and transparent procurement processes;
• Ensuring timely renewal/extension of all existing FWA/contracts before the expiration period;

Scope of Role

• Reports to:Country Supply Chain Coordinator
• Staff reporting to this post: N/A
• Indirect:N/A

Key Areas of Accountability

• Acting as a member of the Supply Chain Team, the responsibilities associated with this role are presently carried out in accordance with the thresholds outlined in the Supply Chain manual, specifically adhering to cash and simple sourcing thresholds.

Procurement Management:

• Receive and scrutinize all procurement requests from various departments for clarity and approval.
• Assist in nationwide procurements, ensuring timely and cost-effective processes.
• Verify specifications, financial codes, and proper authorization for procurements.
• Provide support to field offices, ensuring adherence to approved procurement plans and compliance with diverse donor procurement guidelines.
• Actively participate in tender evaluations and present reports to the Procurement committee.
• Facilitate tendering processes by distributing bids to interested bidders.

Reporting and Documentation:

• Consistently update and manage the procurement tracker, distributing it on a weekly basis.
• Weekly review and revision of the procurement status report to keep program teams abreast of their procurement progress.
• Establish and uphold an organized electronic filing system for all procurement-related documents.

Vendor / Supplier Relationship Management:

• Provide feedback to various vendors on their performance regarding order fulfillment.
• Coordinating with vendors to ensure flexibility in terms of delivery while handling emergency procurement.
• Dialogue with vendors to ensure compliance with quality standards as per the GEPaDC’s standards.

Order Management:

Regular follow-up with suppliers to ensure timely delivery of supplies and services.

• Providing weekly updates to the various programs on the status of the procurement being handled at the country office through sharing the weekly status updates.
• Proactively track all orders issued out to vendors and ensure deliveries are made within the shortest time possible.

Behaviours (Values in Practice)

Accountability:

• holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Gender Equality Peace and Development Centre 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 personal vision for GEPaDC, engages and motivates others
• Future-orientated thinks strategically and on a global scale.

Collaboration:

• Builds and maintains effective relationships, with their team, colleagues and external partners
• Values diversity sees it as a source of competitive strength
• Approachable, good listener, and easy to talk to.

Creativity:

• Develops and encourages new and innovative solutions
• Willing to take disciplined risks.

Integrity:

• Honest, encourages openness and transparency; and demonstrates the highest levels of integrity.

Qualifications

• A minimum of Diploma in Business Administration or a related field is required.
• Possession of a professional qualification (CIPS) in the field of Procurement is considered an added advantage.

Experience and Skills:

• At least three years of pertinent experience in procurement, preferably within the realms of an NGO or development program, showcasing extensive expertise in overseeing procurement processes.
• Robust knowledge and practical experience in implementing procurement procedures, ensuring contract compliance, and ingraining optimal purchasing practices.
• Proficiency in supplier management, displaying a robust ability to hold suppliers accountable for fulfilling their obligations.
• Familiarity with NGO/Donor policies and their compliance requisites regarding procurement and broader supply chain operations.
• Adept interpersonal and communication skills, encompassing influence, negotiation, and coaching capabilities.
• Exceptional organizational proficiency, capable of managing multiple tasks with conflicting priorities, meeting deadlines, and maintaining effective relationships with suppliers and clients simultaneously.
• Outstanding reporting skills, particularly in swiftly developing transparent and succinct delivery tracking, scheduling, or pricing, while contributing to monthly KPI reports.
• Readiness to engage in field travel as necessary and operate in challenging environments as per travel requirements.
• Superior oral and written communication skills; fluency in spoken language and written English
• Commitment to and understanding of GEPaDC’s, values and principles.

Desirable:

• Proficiency in procurement systems.
• Capability and openness to engage in regular field travel to remote and challenging-to-access areas. Willingness to operate in hard-to-reach and difficult-to-stay locations.
• Strong interpersonal skills, both in oral and written communication.
• Top of Form

Working Conditions:

• Readiness and openness to travel to project sites and reside in basic accommodations when required.

Additional Job Responsibilities:

• The duties and responsibilities outlined above are not exhaustive, and the individual in this role may be expected to perform additional tasks within the reasonable scope of their skills and experience.

Child Safeguarding:

• We prioritize the safety of children and women, in our selection process, which includes thorough background checks, underscores our dedication to protecting children and women from abuse.
• Ensure that procurement sourcing adheres to essential accountability standards outlined in the Quality Framework.
• Adhere to and advocate for the child safeguarding policy and procedures, fostering an environment conducive to reporting cases.
• Collaborate with other team members to contribute, based on individual roles and responsibilities, to activities related to the child safeguarding policy, such as awareness-raising, capacity-building, communication materials, and proper budgeting during proposal reviews.
• Contribute, in alignment with respective roles and responsibilities, to the integration of the child safeguarding policy into all stages of the procurement cycle.

Safety:

• The individual in this role is expected to fulfill their responsibilities in alignment with GEPaDC's policies and procedures, including those related to safety.