Procurement Officer at Premiere Urgence Internationale (PUI)

Location: Coordination Office - Maiduguri, Borno
Contract Start Date: 1st September 2021
Contract Duration: 7 months (with possible extension)
Open for Nigeria Nationals only (Male/Female)

General Objective

• The Procurement Officer coordination assists the Supply Chain Manager (SCM) in ensuring a smooth running of the procurement for Coordination office and Maiduguri & Monguno bases, and the capacity building of the procurement assistant.
• S/he contributes in guaranteeing timely and quality deliveries of required goods and services for PUI programs in Borno State, Nigeria.

Responsibilities and Task
Supply Chain Management  

Procurement:

• Provide the adequate backup and support to the SCM in order to guarantee that all procurement plans are implemented and updated for each grant.
• In accordance with the SCM, guarantee that procurement procedures are respected according to the donors’ and PUI’s guidelines, without being an impediment to the timely implementation of the activities
• Guarantee the validity of all the procurement files edited by the Log Managers according to PUI’s SC policy by regular visits of control (direct check of the folders)
• Work in close collaboration with the person requesting the purchase, with strong technical specificity, and carry out any appropriate conformity tests if required
• Support in ensuring that contracts are adequately signed by the empowered coordinators and guaranteed a strong protection for PUI in case of disagreement
• Centralize and optimize the grouping of purchases
• Supervise, in accordance with the SCM, the identification and referencing of suppliers
• When delegated by the SCM, consolidate/update the mission’s price catalogue for the mission’s operation areas
• Participate in ensuring that purchase files are correctly archived and sent to HQ/Paris on time (correlatively with accounting files)

Shipment:

• Contribute to plan and eventually supervise the shipment and delivery of materials/equipment up to their final destination
• Contribute in following up the shipment of merchandise coming from abroad when necessary

Procurement Validation:

• Participate in the procurement validation process in order to guarantee the respect and the good application of PUI procedures.
• Ensure the first reading (and validation) of all procurement which comes from procurement assistant.
• Provide some pieces of advice to the base logistician for the procedure.
• Support the Logistics Coordinator/SCM for the opening of tenders (participation, correction, validation)
• In line with the SCM, check and analyze the purchase follow up every week and give some support to the SC teams if issues are identified.

Audit Preparation

• Archive all hard copies linked to procurement, organize and classify all the procurement in order to prepare the audit.
• In accordance with the SCM, s/he may check and prepare all the files for the upcoming audit.

Team Management:

• Daily supervision and management of the Procurement Assistant at Coordination.
• Contribute in planning the activities of the Procurement Assistant
• Identify the needs for trainings and prepare relevant training material for all logistic department (presentations and documents to be distributed).
• Medical procurement

Procurement:

• Through the SCM, he/she could follow up the medical procurement and coordinate with the Medical Coordinator and the Procurement Officer in HQ (if needed) to complete these procurements in a timely manner.
• Support in organizing and filing all the medical files, in accordance with PUI guidelines and organizing the purchase in accordance with the SCM.

Transportation:

• Provide support to the transport partner, provide all necessary documents which are needed
• When requested, act as the “interface” with all suppliers (transport, custom clearance)
• Support the SCM in preparing all necessary documents to HQ (waybill, NAFDAC, etc.) and organize clearance process with qualified authorities.

N.B: The tasks and responsibilities defined in this job description are non-exhaustive and can evolve depending on the project’s needs.

Priorities of the Department

• Reinforcement of the supply management and ensuring the continuity of the quality control
• verification of coordination purchase files in order to be ready for audits
• participation in the capacity building of the procurement assistant in coordination, focusing on the new procurement guidelines dissemination.

Mandatory Requirements

• Language skills: Fluent in English and Hausa (Kanuri is a plus)
• Education degree: Higher National Diploma, or any University Degree in a related field
• Work experience: Minimum 2 years work experience with INGO or any organization in procurement, supply chain management or Logistics
• Knowledge and skills: Good procurement skills and good knowledge in logistics procedures and value chain management. Good knowledge of institutional donors and good management capacities
• Computer skills: Good knowledge of the MS office software including and any other soft-wares

Assets:

• Interests: Commitment to the NGO values and principles

Transversal skills:

• Good negotiation and communication skills
• Conflict resolution and diplomacy experience
• Reliable, rigorous and well-organized
• Ability to be multi-tasking and willing to extend his/her scope of work
• Good management of time and of priorities
• Able to take initiative to deal with difficulties encountered in daily work
• Team spirit and problem-solving skills
• Autonomous, neutral, hard worker
• Ability to work independently while taking initiatives and showing a sense of responsibility
• Ability to withstand pressure in volatile environment
• Flexibility and adaptability skills
• Able to manage stress and pressure
• Honesty and integrity
• Sense of confidentiality.