Procurement Officer at Save The Children

Job ID: 200004HB
Location: Maiduguri, Borno
Employee Status: Permanent
Reports to: Procurement Coordinator
Staff directly reporting to this post: Procurement Assistant and Intern
Budget responsibility: None

Child Safeguarding

• Level 3 - The responsibilities of the post may require the post holder to have regular contact with or access to children or young people.

Role Purpose

• The Procurement Officer is responsible for managing procurement processes to ensure effective, transparent and accountable support to Save the Children’s programmes in Borno State.
• Under the supervision of the Procurement Coordinator to ensure adequate consideration for coordination of supplies deliveries and planning of program implementation.
• Provide technical advice and guidance to program/support teams on procurement of goods and services and on best procurement practices. Anticipate procurement bottlenecks and resolve them ahead of issues.

Key Areas Of Accountability
Procurement and Supply:

• Implement procurement as per approved Save the Children International guidelines, procedures and form.
• Check the availability and prices of requested items in the local market; liaise with the Country Office if procurement must be conducted there.
• Maintain and regularly update the price list.
• Maintain and regularly update current suppliers’ database.
• Maintain, keep up to date and share a weekly procurement tracker, showing the current status of the requested items and the date which they are expected to be supplied to the projects.
• Organize the collection of the required number of quotes for all relevant procurement.
• Advise the budget holder on contract allocation if relevant. Call for procurement committee meetings, take notes and document the decision-making process.
• Draft POs according to the procurement committee’s proceedings for review of the relevant manager and submit for budget holder approval.
• Collate all payment files and submit to SCM for the check before submission to budget holder and finance for payment.
• Prepare monthly summary report on the payment, identifying problems in operations and solution proposed.
• Oversee all arrangement for meetings and conferences as required, ensuring these are delivered to a high quality and cost-effectively.
• Line manage all Procurement Assistants under supervision of the position by managing performance on an ongoing basis.
• Manage supplier relationship up to the delivery of goods/completion of service.
• Follow up with finance office on outstanding payment files. In liaison with the Supply chain Manager, troubleshoot files incompleteness and/or inconsistencies.
• Maintain and keep up to date a hard documentation filing system for procurement files allowing easy reference for audit purpose.
• Comply with all relevant Save the Children policies and procedures with respect to child protection, code of conduct, fraud, health and safety, equal opportunities and other relevant policies.
• Carry out any other tasks required by the line manager in line with job description and capacity development plan.

Reports:

• Maintain all procurement files in an organized, accurate and up to date manner.
• Produce weekly procurement tracker and send to programs and management team at field level.
• Generate any other procurement related reports upon request (item category/donor/time/budget/base etc)

Skills And Behaviours (our Values in Practice)
Accountability:

• Accuracy and timeliness in all areas of responsibility
• High level of accuracy in work and the ability to analyse complex sets of relationships and situations.
• Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
• Holds suppliers accountable to deliver on their responsibilities.

Ambition:

• Sets ambitious and challenging goals for themselves and takes responsibility for their own personal development.
• Creating best in class function
• Widely shares their personal vision for Save the Children, engages and motivates others
• Future orientated, thinks strategically and on a global scale

Collaboration:

• Work effectively with stakeholders to achieve common goals
• Excellent communication and interpersonal skills
• Approachable, good listener, easy to talk to; builds and maintains effective relationships with colleagues, Members and external partners and supporters
• Values diversity and different people’s perspectives, able to work cross-culturally.

Creativity:

• Designs more effective administrative system
• Develops and encourages new and innovative solutions
• Cuts away bureaucracy and encourages an entrepreneurial approach
• Willing to take disciplined risk

Integrity:

• Honest, encourages openness and transparency, builds trust and confidence
• Displays consistent excellent judgement

Qualifications And Experience
Administrative & General Skills:

• Level of education - Bachelor’s degree / HND in Procurement / Logistics, Supply Chain Management, Business Administration, Accounting or related field
• Professional international qualification in Procurement or Logistics (e,g CIPS, CILT) an added advantage
• Communication and interpersonal skill level - Excellent
• Language requirement - English and Hausa
• Level of IT literacy required - Word, Excel, PowerPoint, Email System, Internet browsing- Excellent
• Highly organised with good administration skills for order and information management, able to develop filing systems and databases to ensure an auditable trail.
• Ability and willingness to change work practices and hours in the event of major emergencies including travelling at short notice and for extended periods of time

Experience Expectation:

• Desire number of years in a similar position - minimum 3 years post-NYSC
• Experience in procurement and logistics in INGO - minimum of 2 years
• Experience in a relatively insecure field-based environment
• Commitment to Save the Children values