Job Responsibilities:
The Procurement Officer will provide support to the Procurement team with project procurement processes, tracking procurements of goods and services through the procurement cycle, ensuring that adequate competition is achieved for procurements, and providing regular procurement mentoring to project staff to support project implementation. He/She will work under the direct supervision of State Team Lead/Coordinator and Co-managed by the Procurement and Logistics Coordinator to carry out the following key responsibilities:
Procurement Compliance: Procure goods and services in strict adherence to Helen Keller\'s procurement policies and procedures, as well as donor compliance standards. Maintain comprehensive procurement records, including a supplier database, and uphold the efficiency of procurement processes, ensuring timely and cost-effective outcomes.
Project Procurement Oversight: Oversee and monitor the execution of project procurement plans, employing Strategic Planning, Sourcing and Supplier Management strategies. Engage and follow up with relevant staff to ensure seamless project procurement.
Contractual Management: Manage the end-to-end procurement process, including the development and execution of contractual agreements with suppliers. Foster positive relationships within the supplier network, conduct effective negotiations, and oversee contract management.
Specific Responsibilities: Procurement Management
- Support to establish, lead, and implement procurement processes to support activity implementation for the project, from initial sourcing through delivery and in accordance with donor rules and regulations, and Helen Keller Intl policies. This involves the process of overseeing competitive solicitation and selection vendors, negotiation of contracts, forecasting demand, and managing the fulfilment of supply.
- Ensures all procurements are implemented with highest integrity, transparency, and competitively, and in accordance with Helen Keller’s Code of Conduct and Ethics Policy.
- Understand and comply with Helen Keller Procurement Manual and templates, and internal review and approval procedures.
- Coordinate with project team members, both operations and technical, to identify procurement needs and timelines, providing timely feedback and updates to project teams on progress of their procurements and organizing regular meetings as needed to troubleshoot and review best practices.
- Prepare and issue procurement solicitations based on approved purchase requisition and in accordance with Helen Keller policies. Manage and oversee receipt of offers, ensuring confidentiality of all offers until such time offers are evaluated by the bid evaluation committee.
- Coordinate committee members to attend committee meetings, conduct proper evaluation of offers, and document discussions and decisions following Helen Keller templates.
- Prepare and issue procurement contracts, in Helen Keller templates. As applicable, negotiate contract terms with vendors.
- Support purchase requestor in overseeing the receipt of goods/services from vendor, ensuring requestor completes the required Goods and Services Received Note. Document any errors with the vendor and maintain follow-up action items.
- Work collaboratively with the purchase requestor and finance team to analyze invoices to ensure payment is made against confirmed/accepted goods and services and at cost matching procurement contract.
- Provide coaching and mentoring for project staff in understanding and following required procurement procedures, roles and responsibilities.
- Travel to field-based offices to provide support, training, and oversight of procurements in those offices. Support a structured reporting structure with field-based staff and ensure all field-based procurements are conducted in accordance with Helen Keller policies and donor regulations.
- Ensure robust documentation of all procurements and maintain all procurement documentation in organized file system.
- Undertake any other duties as assigned.
Success Factor:
The successful Procurement Officer possesses the ability to learn quickly, exercise sound judgment, take initiative, maintain excellent organizational skills, adhere to procedures and deadlines, and pay meticulous attention to detail. She/he upholds high professional work ethics, collaborates effectively with diverse individuals, and ensures compliance with Helen Keller and donor policies. She/he also demonstrates proactivity, creative problem-solving, and a strong commitment to teamwork.
Qualifications Required:
- University Degree in purchasing or related field.
- 5 years’ experience in procurement.
- Ability to work under pressure.
- Planning and scheduling skills.
- Experience using K-Procure or any other procurement database
- Experience in donor funded project or INGO preferred.
- Excellent interpersonal skills; demonstrated ability to interact professionally with a culturally diverse staff, clients and consultants.
- Ability to work independently, take initiative and ability to meet deadlines with attention to detail and quality.
- English fluency including business terminology required.
- Demonstrated intermediate computer skills in Microsoft Office Suite applications.
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