Job Description

JOB TITLE: Procurement Officer

REPORTS TO: Director of Administration and Finance (DAF)

Job Purpose:

Ensures an integrated process among Program, Administration and outside suppliers to procure goods and services that meet specifications and needs of the organization in a manner that is timely, efficient and compliant to organizational policies and donor rules and regulations.

• • KRA – management of all procurement activities for the organisation
    • Review procurement requisition and ensure compliance in accordance with Authority Matrices, policies and donor rules at every stage of the procurement process
    • Advise program teams on procurement methods/process based on value, lead time, quality, price, donor rules and regulations, value for money, economies of scale
    • Ensure the right product is procured in line with quality specifications
    • Maintain good vendor relationships
    • Draft tendering and vendor prequalification documents
    • Oversee coordination international procurement activities with PSI Washington
    • Manage the procurement process to ensure good and services are delivered in a timely and cost-effective manner
    • Provide support to program department to meet targets
    • Draft contract documents and ensure they are all captured in QBE
    • Ensure no services or goods are provided to the organisation without valid contract/PO

• • KRA – Management of procurement activities through QBE/ERP system 
    • Daily review and authorise requisition requests in QBE
    • Daily review, authorise and release purchase orders
    • Weekly monitor purchase orders to assure goods have been received and matched in the system.
    • Close purchase orders on a weekly basis
  • KRA – Coordination and implementation of annual procurement planning process
    • Coordinate with programmes to determine procurement requirements for the year
    • Consolidate procurement plans for all departments to produce organisation annual procurement plan
    • Monitor procurement plans on a weekly basis
    • Oversee weekly procurement update reporting process
    • Reviewing all internal procurement transactions according to PSI Sierra Leone signing and approvals authority matrix before issuing a contract/PO and before requesting  for payment processing in Finance.

• KRA – Performance management of supply chain management team
  • Set MBOs for direct subordinate(s)
  • Regularly support, coach and build capacity of colleague(s) within the function
• KRA – Compliance with internal standards and donor rules

• Drafting of procurement section related Management Action Plans (MAPs) in response to Audit report findings and ensuring implementation thereof.
• Ensuring purchase orders older than 1 month to be followed up on a weekly basis and reasons for an open status to be documented if POs are not due for closure.
• Ensuring all POs closed in a month to be supported by documentation approved by the DAF in advance.
• Ensuring annual procurement plans are in place and shared before the beginning of each financial year.
• Ensuring weekly procurement updates to be disseminated to all program staff copying the DAF
• Ensuring Annual procurement activities are implemented in accordance procurement plan (90-100%)
• Ensuring all contracts that needs renewal to be monitored so that the renewal process should be concluded whilst they are still active and valid and not expired.
• Ensuring all contracts are executed as per contractual agreement.
• Ensuring that the duty waivers are obtained ontime for  all imports.
• Ensuring the procurement policies and manuals are strictly followed and that where it is not possible to do so, waivers are sought.
• In conducting a procurement activity, ensure that the entire process is not only ethical and free from any conflict of interest but that it is also seen to be ethical and free from any conflict of

• A first Degree in Procurement, Finance, Economics or any other relevant field
• Possession of professional qualification with local or international professional bodies is an added advantage.

Relevant working experience and attributes:    

• 4 years’ experience working in a busy Procurement office of a reputable international NGO Strong analytical skills
• Knowledge of donor rules and regulations
• Drive, initiative and integrity

Note: Only shortlisted candidates will be contacted. If you are not contacted five (5) working days after advert closes, that means you were not shortlisted.

PSI is an Equal Opportunity Employer and encourages applications from qualified individuals regardless of actual or perceived race, religion, color, sex, age, national origin, disability, sexual orientation, marital status, personal appearance, matriculation, political affiliation, family status or responsibilities. Females are especially encouraged to apply.