Procurement Specialist at Public and Private Development Centre (PPDC)

Job Overview

• Under direct supervision of the Head of People, Operations and Culture, the Procurement Specialist will play a pivotal role in shaping and implementing the PPDC procurement strategies, ensuring effective sourcing and buying practices, while maintaining robust governance protocols.
• S/he will procure goods and services for all PPDC activities, prepare an offer analysis, and make recommendations regarding possible vendors. He/she will follow up with selected vendors to ensure that procured services are delivered effectively and in a timely and cost-effective manner.
• S//he will maintain procurement data, and solicit bids from various vendors to procure the items within the required time frame and at a reasonable cost.
• S/he will ensure that procurement-related activities conducted in the field are carried out in accordance with the donor requirement and will follow sound procurement procedures as outlined in the PPDC Procurement Manual.
• Your expertise will be critical in fostering a transparent and ethical procurement environment, ultimately contributing to the success of the PPDC’s mission and objectives.

Main Duties & Responsibilities
Strategic Procurement Management (70%):

• Manage procurement of a wide range of goods, commodities, and services through subcontracts, blanket purchase agreements, and purchase orders.
• Oversee solicitation of bids and quotes from vendors in adherence with policies and approved requisitions and procurement plans
• Comply with consistent usage of PPDC’s Procurement system in managing procurement processes.
• Maintain electronic procurement records and files in required PPDC’s systems.
• Maintain a file on market prices for commonly bought items.
• Maintain a comprehensive dashboard for procurement to ensure follow-up and analysis is updated on a weekly and monthly basis.
• Engage with State program managers for the development and regular updating of procurement plans for each project.
• Train other PPDC staff in the use of procurement systems, as necessary.
• Prepare offer analysis and make recommendations regarding possible vendors.
• Follow up with selected vendors to ensure that procured services are delivered effectively and in a timely and cost-effective manner.
• Ensure that procurement-related activities conducted by the field staff are carried out in accordance with procurement procedures as outlined by PPDC.
• Help non-procurement staff understand the requirements for submitting accurate and thorough requisitions, cost estimates, and statements of work, or to determine other technical specifications.
• May serve as a non-voting chairperson on evaluation committees in accordance with PPDC Procurement manual, policies/procedures and thresholds.
• Review and analyze budget estimates for allowability, allocability, reasonableness, and consistency; prepare cost evaluation data, and source selection documentation.
• Through market research efforts, identify and qualify potential suppliers ( products/services).
• Ensure that beneficial, ethical, and open supplier relationships are created and maintained according to procurement policies.
• Establish MSA&MPAs supplier agreements for commonly used items.
• Ensure all contracts and contractual terms are respected by supplier, PPDC and respect local legislation.
• Ensure all tenders are done in accordance with procedure and archived according to PPDC procedures.
• Other related responsibilities deemed necessary but not detailed herein.

Sourcing and Supplier Management (10%):

• Conduct thorough market research to identify potential suppliers and evaluate their capabilities.
• Lead the implementation of market surveys in all locations where PPDC operates.
• Negotiate contracts and agreements, ensuring favorable terms and conditions.
• Manage relationships with suppliers, monitor performance, and address any issues that may arise.

Buying and Contract Management (10%):

• Execute the procurement process, from requisition to delivery, ensuring compliance with policies and regulations.
• Draft, review, and analyze contracts to mitigate risks and ensure legal compliance.
• Maintain accurate records of procurement transactions, contracts, and supplier performance.

Finance & Compliance Management (10%):

• Ensure compliance with donor and PPDC regulations.
• Conduct regular audits and assessments to monitor compliance and identify areas for improvement.
• Uphold PPDC zero tolerance policy to corruption.
• Provide training to program team members on procurement compliance and procurement tools use.

Influence & Representation:

• Represent PPDC at the relevant external meeting with the vendors as approved by the Head of People, Operations and Culture and CEO .
• Consult with other NGOs to identify the best potential suppliers and providers.
• Communicate effectively to ensure overall project targets and donors’ obligations are met.

Supervisory Responsibility: Directly supervises all Procurement

• Accountability: Accountable for PPDC Procurement Manual, Code of conduct regarding procurement activities and PPDC Conflict of Interest policy.
• Reports Directly To: Head of People, Operations and Culture
• Works Directly with: The Grant Manager, State Program Managers, Operations Manager, all Operations team as required.

Knowledge, Skills and Abilities

• Bachelor’s Degree in Logistics, Supply Chain Management, Business Administration, Public Administration, International Development, or other relevant fields is required. A master degree is preferred.
• Professional certifications in procurement is mandatory (CIPS)
• At least seven (7) years of professional experience, with a minimum of three (4) years in purchasing and supply management experience with INGOs. Previous experience working on US government-funded projects is highly preferred.
• A clear understanding of procurement ethics and donor (USAID, EU, DFID, OFDA) compliance is essential.
• Strong negotiation and oral and written communication skills..
• Proficient in the use of procurement software and tools.
• Ability to work collaboratively in a diverse and inclusive environment.
• Strong numerical skills and attention to detail and quality.
• Demonstrated logical and flexible problem-solver, especially when working under pressure.
• Previous supervisory experience is highly preferred.
• Possesses both a willingness and an ability to train and be trained.

Core Competencies:

• Strategic Sourcing: Demonstrated ability to develop and execute strategic sourcing plans that align with organizational objectives.
• Contract Negotiation: Strong negotiation skills with a track record of securing favorable terms and conditions. Proficiency in drafting, reviewing, and managing contracts to achieve organizational goals.
• Analytical Thinking: Strong analytical and problem-solving skills to navigate complex procurement challenges.
• Effective Communication: Clear and concise communication skills in negotiations, contract drafting, and supplier interactions. Collaborative approach with excellent interpersonal skills to work seamlessly with internal teams and external stakeholders.
• Cultural Sensitivity: Adaptable and sensitive to work in different cultural contexts.
• Time Management: Ability to work under pressure and meet strict deadlines.
• Leadership and Management: Leading by example, setting direction and supporting colleagues.

What We Offer

• Fairly competitive salary and benefits package, a great team environment and hybrid working options.