Procurement Officer at Hope and Rural Aid Foundation (HARAF)

About the Job

• The procurement Officer support the effective and transparent management of procurement processes in line with donor and HARAF policies. The officer ensures the timely and cost-effective acquisition of goods and services required for the organization. The role involves sourcing vendors, negotiating contracts, and ensuring compliance with procurement policies and regulations.

Key Responsibilities:

• Source high-quality, cost-effective goods and services, build supplier relationships, and maintain an up-to-date supplier database.
• Conduct market analysis to ensure HARAF engage with the right suppliers for the right product.
• Work with program team to manage procurement plans for their various projects while identifying opportunities for cost savings
• Design procurement performance monitoring tools and dashboards.
• Track key procurement indicators to monitor efficiency, compliance, and turnaround time.
• Ensure procurement processes are transparent, competitive, and compliant with organizational and donor requirements.
• Maintain and update vendor databases, ensuring due diligence and value for money.
• Prepare and manage procurement documentation, including RFQs, bids, purchase orders, and contracts.
• Evaluate supplier bids based on cost, quality, and delivery timelines.
• Liaise with vendors, suppliers, and service providers to negotiate favorable terms
• Establish and maintain strong relationships with vendors and suppliers.
• Negotiate favorable terms and conditions to achieve cost savings.
• Monitor vendor performance and address any issues related to quality or delivery.

• Maintain a database of approved suppliers and regularly review their performance.
• Maintain accurate records of all procurement transactions for auditing purposes.
• Ensure adherence to organizational policies, procurement guidelines, and ethical standards.
• Address and resolve any compliance-related issues in the procurement process.
• Identify opportunities to streamline procurement processes and enhance efficiency.
• Develop strategies to reduce procurement costs without compromising quality.
• Monitor and report on key procurement metrics to inform decision-making.
• Identify risks in procurement activities, such as supplier dependency or delays.
• Develop contingency plans to mitigate supply chain disruptions.
• Ensure the availability of critical supplies during emergencies.
• Monitor market conditions to anticipate risks and adjust procurement strategies.
• Prepare regular reports on procurement activities, including cost analysis and supplier performance.
• Collaborate with finance, operations, and program teams to ensure procurement aligns with organizational goals.
• Provide stakeholders with updates on procurement activities and potential challenges.
• Support inventory and asset management processes.

Qualification/professional competencies:

• Bachelor’s degree in Procurement, Supply Chain Management, Business Administration, or related field.
• Professional certification (e.g., CIPS, NIPSM, ISM) is an added advantage.
• Minimum of 3 -5 years’ experience in procurement or supply chain management, preferably in an NGO or donor-funded project.
• Strong knowledge of procurement regulations and donor compliance (e.g., USAID, EU, UN).
• Strong knowledge of procurement processes, contract negotiation, and vendor management.
• Experience with inventory management systems and ERP software.
• Familiarity with humanitarian sector procurement regulations and standards.
• Awareness of market trends and emerging technologies in supply chain management.
• Knowledge of financial principles related to procurement and inventory control.
• High integrity, transparency, and commitment to accountability.
• Proficiency in MS Office and procurement/ERP software.
• Knowledge of sourcing and vendor management
• Attention to details and organizational skills
• Knowledge of the Nigerian Procurement Law
• Excellent verbal and written communication skills.

Skills Specification:

• Proficiency in procurement and inventory management systems (SAP, Oracle).
• Strong negotiation and contract management skills.
• Advanced Excel skills for data analysis and reporting.
• Knowledge of supply chain optimization and risk management practices.
• Professional attitude towards work.
• Proactive and organized.
• Has personal and professional credibility and commands the respect of colleagues and peers.
• Supportive and approachable.
• Ability to adapt accordingly.
• High levels of honesty and integrity.