External – local authorities, government agencies, suppliers and partners

Responsibilities:

• Work with the program, Logistics staff and HR and Admin Officer to ensure procurement needs are planned in advance and that all staff are knowledgeable about the documentation needed to support the procurement and payment process.
• Working with staff to determine the purchasing requirements from different departments, collating orders with the view of processing requests.
• Ensuring best value in terms of prices, delivery, quality etc., and that purchase procedures are properly implemented as per concern system
• Seek quotations for supplies as and when required, negotiating prices and conditions of purchasing contracts.
• Prepare orders for the supplies based on quotations received and undertake the timely purchase of supplies.
• Maintain accurate purchase files, ensuring that the correct paperwork is completed and retained.
• Researching and identifying potential new suppliers and review list every six months or where necessary depending upon the approval of Management.
• Keeping up to date with market trends and information.
• Processing payment and invoices.
• Monitoring of stock levels how and when required to replenish.
• Update and circulate to relevant staff the procurement tracker every Friday.
• Work closely with the store Keeper alerting him of the supply pipeline and issue copies of the POs for the Store Keeper to verify with the vendor supplies.
• Maintain an Approved Suppliers List for all categories of procurement.
• Fully manage compliant procurement systems and operating procedures and organize the procurement functions and ensure adherence by all stakeholders to the policies through training and capacity strengthening
• Oversee reports preparation, consolidate reporting and analyze data for decision-making.
• Ensure all required information and records are complete, accurate, up-to-date, and properly filed.
• Maintain an up-to-date procurement plan and collaborate with budget holders to develop annual budget plans that meet procurement needs of the district.
• Ensure the highest level of transparency and integrity in the procurement unit and prevent fraud along the procurement process.
• Monitor payment terms and oversee and coordinate with the finance team to ensure timely payments to vendors.

Any other duties as maybe deemed necessary and/or assigned by the Area  Coordinator

• University Degree in Business Studies or in logistics and supply chain management.
• Relevant Diplomas and short courses in Procurement, Logistics or Stores Management
• English Language Qualification

Experience Required:

• At least 2 years working experience in Logistics and/ or Administration
• Working Knowledge of the Procurement Cycle, Fleet management and Warehouse management
• Ability to work well under pressure and in response to changing needs
• Excellent interpersonal and communication skills, training skills and writing skills

• Leadership skills, Excellent English and Krio speaking/writing skills required.

• Raising awareness and being updated on HIV & AIDS issues.
• Protecting him/herself and colleagues.

Sharing information with colleagues and avoiding stigma and discrimination.

Therefore, each staff member of Concern is expected to be sensitive to equality issues in their relationships with colleagues and in their work and to participate in implementation of gender mainstreaming plans, both at the workplace and in programmes.

Concern has an organisational Code of Conduct (CCoC) with three Associated Policies; the Programme Participant Protection Policy (P4), the Child Safeguarding Policy and the Anti-Trafficking in Persons Policy. These have been developed to ensure the maximum protection of programme participants from exploitation, and to SME&Lrify the responsibilities of Concern staff, consultants, visitors to the programme and partner organisation, and the standards of behaviour expected of them. In this context, staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Concern Staff Code of Conduct and Associated Policies as an appendix to their contract of employment. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies. Additionally, Concern is committed to the safeguarding and protection of vulnerable adults and children in our work. We will do everything possible to ensure that only those who are suitable to work or volunteer with vulnerable adults and children are recruited by us for such roles. Subsequently, working or volunteering with Concern is subject to a range of vetting checks, including criminal background checking.