Procurement Officer at Youth Empowerment and Development Initiative (YEDI)

Project Description

• The Youth-Powered Ecosystem to Advance Urban Adolescent Health Activity (referred to as YPE4AH) is a five-year (2020 – 2025) USAID funded project implemented YEDI and its partners.
• The primary goal of the project is to improve the health and well-being of urban, underprivileged adolescents aged 15 – 19 by increasing voluntary family planning (FP) uptake and continued use – from a holistic, human capital perspective.
• The youth-powered ecosystem centres on Youth Hubs – safe spaces for youth to seek and access FP and reproductive health (RH) information and referrals.
• YPE4AH will adapt and scale up evidence-based, high-impact SKILLZ curricula, which combine sports and fun-based activities and group sessions led by Youth Coaches/mentors to spur healthy behaviour change and shift attitudes for more equitable gender sensitive norms.

Task & Responsibilities

• Ensure full knowledge of the process for receiving procurement requests, processing, and following up on the deliveries.
• Receive Procurement Requisition Forms after being registered, and reviewed by the Finance/Admin officer and responsible staff.
• Ensure the necessary approvals are obtained before execution.
• Procure goods and services efficiently and in compliance with standards seeking the best value for money.
• Assist in conducting appropriate solicitation (for goods and services, etc.) following the organization’s guidelines.
• Establish and maintain sound working relationships with suppliers and stakeholders.
• Ensure compliance with organizational and donor policies.
• In liaison with the supervisor, program, and finance team, coordinate preparation, evaluation, analysis, and approval of bids and tenders.
• Building and managing effective relationships with internal and external stakeholders to achieve common goals.
• Take minutes of and coordinate the Procurement Evaluation Committee agenda, meetings, etc.
• Streamline procedures and resolve problems related to procurement processes in his/her custody.
• Consolidate and circulate Bi-Weekly procurement status reports to user departments.
• Follow up with vendors for timely deliveries,
• Liaise with the requestor to ensure proper delivery including technical pre-delivery inspections are appropriately carried out.
• Issuance of purchase order in a timely manner, liaising with vendors and internal stake holders at the time of confirming an order.
• Compile all the documentation and forward for payment, following up with Finance to ensure timely settlement of invoices.
• Ensure that for all procurements, copies of documents are retained and filed.
• Ensure that for all procurement and contract trackers are updated retained and filed.
• Ensure that the monthly procurement and contracts reports are updated and sent.
• Act as the contact person for filing and retrieving of all documents in procurement.
• Continuously monitor requisitions to ensure that proper procedures are followed, and policies are enforced.
• Any other duties as assigned.

Job Requirements

• Candidates should possess relevant qualifications
• Minimum three years of experience in procurement, supply chain management or related field.
• Experience with NGO on USAID projects, and other donors.
• A clear understanding of procurement policies, ethics and compliance is essential.
• Good interpersonal skills, ability to work independently and cooperatively with team members, strong organizational skills, and high sense of responsibility.
• Demonstrated attention to detail and prioritization skills.
• Good computer skills are required, knowledge of MS Office programs, especially in MS Excel.
• Positive and communicative attitude.
• Willingness to learn and to progress professionally.