Procurement Officer at Norwegian Refugee Council (NRC)

Job Identification: 3535
Location: North East, Nigeria
Project number: NGFP0000
Job Category: Administration
Supervision of: Logistics Team Lead
Duration and type of contract: To 31 December 2021

Role and Responsibilities

• The purpose of this position is to ensure effective and efficient delivery of goods and services while ensuring NRC value for money principle are followed to the latter.

Generic Responsibilities

• Adhere to NRC policies, tools, handbooks and guidelines
• Responsible for the effective management of the procurement process as per the NRC regulations
• Provide anti-corruption, transparency and cost-efficiency focus in all procurement processes
• Prepare procurement documents in line with NRC procurement procedures
• Conduct market surveys and assessment and maintain a clean vendor database system
• Prepare weekly and monthly reports and sent to Logistics Team Lead
• Ensure proper filing and uploading of documents on 365

Specific Responsibilities
These responsibilities shall be adapted to the particularities of the job location and context, phase of operation, strategic focus and type of programme intervention. This section shall be revised whenever a new employee is hired or the context changes significantly:

• Ensure that all procurements are done in accordance with NRC logistics policies, procedures and donor regulations
• Check and receive purchase requisitions and initiate the procurement process according to NRC procurement regulations and thresholds
• Ensure RFQs, are prepared and sent out within the agreed lead time
• Complete and issue purchase orders in accordance with NRC regulations.
• Check procurement documents (Bid analysis, Purchase orders and Payment documents etc...) and submit to signatories for verifications and approvals.
• Check payment documents as per procurement checklist before submission for approvals and to finance.
• Follow up with suppliers and organize for delivery of materials.
• Conduct regular market surveys to identify suitable and reliable suppliers and service providers
• Maintain updated vendor data base at area level
• Update and share the procurement tracker on regular basis
• Submit invoices from suppliers and the relevant procurement documents to finance
• Train and supervise the procurement assistants

Critical Interfaces
By interfaces, NRC means processes and projects that are interlinked with other departments/units or persons. Relevant interfaces for this position are:

• CCs
• Finance
• Vendors

Performance Management:
The employee will be accountable for the responsibilities and the competencies, in accordance with the NRC Performance Management Manual. The following documents will be used for performance reviews:

• The Job Description
• The Work and Development Plan
• The Mid-term/End-of-trial Period Performance Review Template
• The End-term Performance Review Template
• The NRC Competency Framework

Qualifications

• Bachelor's Degree or it equivalent
• At least 3 years Working Experience in a Similar Position
• Experience from working as a Support Function Staff in a humanitarian/recovery context
• Previous experience from working in complex and volatile contexts
• Documented results related to the position’s responsibilities
• Fluent in spoken English, Hausa, and any other local language

Competencies
Competencies are important in order for the employee and the organisation to deliver desired results. They are relevant for all staff and are divided into the following two categories:

Professional Competencies:
These are skills, knowledge and experience that are important for effective performance:

• Experience from working as a Procurement Officer in a humanitarian/recovery context
• Previous experience from working in complex and volatile contexts
• Documented results related to the position’s responsibilities
• Good communication in English
• Good negotiation skills
• Compliance with NRC and donor policies, procedures and systems which are related to Logistics

Behavioural Competencies:
These are personal qualities that influence how successful people are in their job. NRC’s Competency Framework states 12 behavioural competencies and the following are essential for this position:

• Handling insecure environment
• Planning and delivering results
• Empowering and building trust
• Communicating with impact and respect