Procurement Officer at Qatar Charity Organization

Procurement Responsibilities

• Implement procurement plans to meet program needs on time and in line with GSC standards.
• Assist in developing procurement specifications and scopes of work.
• Process approved purchase requests in the procurement software (ERP) and ensure data accuracy.
• Participate in tender meetings, evaluations, and negotiations with suppliers.
• Prepare bid analyses and procurement documents for approval.
• Review documents for accuracy before payment approval.
• Conduct market analyses and provide support to ensure compliance with policies.
• Monitor procurements for timely execution and facilitate communication among teams and suppliers.

Contract Management:

• Manage contracts and supplier performance to ensure compliance with terms and conditions, as well as standard operating procedures established by GSC.
• Prepare and execute contracts for selected bidders.
• Ensure timely renewal of ongoing contracts.
• Execute contracts based on established performance indicators.

Supplier Management:
Responsible for managing supplier relationships and performance to ensure precise record-keeping as provided by GSC. This includes:

• Maintaining supplier files and documentation
• Documenting supplier performance
• Maintaining supplier performance scorecards.

Compliance and Ethics:

• Assist in implementing organizational rules and regulations for all procurement activities, including specific departmental procurement tasks as assigned.
• Identify and analyze compliance risks within procurement processes.
• Conduct due diligence for suppliers, including performing reference checks and site visits.
• Identify and report any procurement red flags.
• Implement corrective action plans (CAPs) from internal and external audits.
• Identify, document, and promptly report any deviations in Qatar Charity procurement, following the established mechanism for appropriate follow-up.
• Ensure that all staff members are aware of and fully comply with Qatar Charity procurement policies.
• Develop and support the implementation of improvement plans.
• Immediately inform your supervisor of any areas of concern or potential or suspected violations of supply chain policies.
• Implement discrete, time-bound supply chain initiatives that enhance performance or compliance, such as executing a post-audit corrective action plan.

Qualifications

• Degree in Business Administration or Management
• A minimum of 3 years of relevant working experience
• At least 3 years of experience in supply chain management
• Proficiency in Microsoft Office Suite (MS Word, Excel, PowerPoint, Outlook)
• Strong computer skills and appreciation
• Experience with working ERP systems or other project management software
• A high level of integrity and strong interpersonal skills
• Willingness to work in challenging environmental conditions

Demonstrated Skills and Competencies:

• Excellent negotiator and communicator.
• Flexible with a can-do attitude and the ability to adapt to a changing and challenging environment.
• Quick to understand instructions and capable of working with minimal supervision.
• Willing and prepared to perform additional duties as assigned by the supervisor, while maintaining a high level of confidentiality.
• Strong interpersonal, organizational, and time management skills.
• Able to work effectively both independently and as part of a team.
• Key Working Relationships: Position Directly Reports to: Admin Coordinator