The Procurement Officer is responsible for the efficient coordination and management of procurement functions for IRC’s office. The position holder will procure program supplies, services and equipment, whilst ensuring good practices and maintaining audit-compliant records. You will ensure that all purchases of goods and services are done transparently, at the best available price, and in compliance with IRC and donor procurement policy and procedures.
Responsibilities
Procurement Planning
Working closely with Procurement Manager, and other internal and external partners, you will effectively plan and support program implementation by:
Collecting, organizing and analyzing data market information and data to enable effective procurement planning
Preparing and implementing procurement plans following related IRC procurement Standard Operating Procedures (SOPs)
Monitor supply market and conduct market surveys & analysis to ensure value for money in procurement.
Procurement
Responsible for implementing procurement plan and strategy and ensuring all procurement needs are met on time in line with GSC and donors’ standards, the role holder will:
Support the development of procurement specifications
Process approved Purchase requisitions through the procurement software ensuring data accuracy.
Initiate and process Request for quotations (RFQ) and Request for proposals (RFP).
Train and certify procurement committee members and participate in tender meetings and evaluations.
Prepare bids analysis and other bidding documents for approval.
Conduct negotiations with suppliers that is transparent and documented.
Review procurement documents for accuracy before taking payment for approval.
Collaborating with all departments by Coordination with finance, grants and program to ensure smooth and timely procurement.
Contract Management
You will lead the contracting process so that the terms and conditions, and contracting procedures as provided by Global Supply Chain are followed.
To achieve this, you will:
Prepare and executing contracts for recommended bidders
Timely renew qualifying contracts and Master Agreements.
Execute contracts against set performance indicators
Supplier Management
The role will lead supplier relationships and performance to ensure that Suppliers adhere to Service Level Agreements (SLAs), and that there is precise record keeping. This includes: -
Maintaining suppliers’ files and documentation
Monitoring and documenting supplier performance
Maintain supplier performance score cards.
Compliance and Ethics
You will assist in identifying and analyzing compliance risk in procurement processes and in implementing donor rules & regulations for all procurements by:
Implementing due diligence for suppliers, this includes conducting reference checks, supplier visits etc.
Providing consistent and constructive support to other departments to ensure compliance with policies and procedures
Identifying and reporting procurement red flags across the procurement value chain
Implementing corrective action plans (CAPs) in response to internal and/or external audit queries.
Reporting
You will support timely and accurate reporting by:
Preparing and submitting accurate monthly reports to the Procurement Manager on time.
Supporting with developing and updating the procurement plans (assigned) as required.
Submitting monthly list of commitments to Procurement Manager/Supply Chain Coordinator and Finance
Submit periodic procurement tracking report for specific Grants that you are assigned to.
Team Leadership and Development
Setting procurement team members' objectives
Documenting training needs
Ensuring that all procurement staff and counterparts are trained to standard
Job Requirements
Required education
: Bachelor's degree
Required relevant work experience
: 3 years
Required languages:
English (Spoken: fluent | Written: fluent)
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