CHILDFUND
JOB DESCRIPTIONTitle: Procurement Officer
Div/Dept: Programs
Location: Freetown
Reporting Relationship: Programs Director
summary
The Procurement Officer should focus upon providing a customer oriented service to the Programs/Other End users within the ChildFund Structure. The person should be aware that his/her role is critical to the success of the project cycle, and as such should wherever possible deliver a high quality product in shortest amount of time possible in a completely transparent and accountable way.
The procurement Officer is responsible for all field procurements sent to her/his attention for action
DUTIES/RESPONSIBILITIES
- Develop annual and quarterly project procurement plans working with program teams
- Coordinate the project procurement process
- Manage bid documents
- Support project staff on procurement processes
- File and archive all procurement documents
- Management of complex and large-scale procurements, especially but not limited to tenders.
- Timely and effective procurement of all materials and effective execution of purchase request,
- Draw up contracts and update vendor files. Ensure that the end dates of all contracts are communicated one month before the due date.
- Identify and establish Preferred Suppler Agreements (PSAs)/Framework agreements for items that will be regularly required.
- Establish and regularly review a Price List for programme supplies
- Assess and get the best price as well as quality of goods and services
- Regularly do an analysis of the local market and advise the team of any change.
- Ensure that weekly/monthly tracking sheets of all purchases are updated on a daily basis; Circulate monthly procurement tracking sheets to staff concern in order to have staff informed of the status of their requests;
- Verify the quality, description and the quantity of goods ordered and ensure that goods are transported and thus hand delivered appropriately
- Liaise with Finance on invoice payments as required to resolve issues and for cash projection purposes.
- Create and maintain a complete and accountable procurement filing system
- Maintain a list of reliable approved suppliers and update as required.
- Any other duty assigned
CORE COMPETENCIES
- Team work -capable of working well with others both on the team and cross-functionally to achieve individual goals, team goals, department goals, and/or organizational goals
- Communication -Effectively and appropriately interacts with others to build relationships, influence others, and facilitate the sharing of ideas and information
- Result Orientation -invest time in upfront planning to achieve organizational goals and objectives while meeting quality standards, following the appropriate processes, and demonstrating continuous commitment.
- Resilience– thrives and grows in a rapidly changing and complex environment. Displays flexibility, activates networks, and adopts a continuous growth mindset to learn from mistakes and bounce back from adversity.
FUNCTIONAL COMPETENCIES
- Organizational Awareness -Contributes to the organization by understanding and aligning actions with the organization’s goals, core functions, needs, and values.
- Innovation-Thinks beyond the confines of traditional models to recognize opportunities and find new and better ways of doing things. Encourages experimentation and accepts failure as a driver of innovation.
- Relationship Building /Partnership -Develops internal and external trusting, professional relationships. Purposefully develops networks to build value through collaboration.
QUALIFICATIONS/EXPERIENCE
- Graduate, diploma or certificate in procurement or related field.
- Three years’ experience in procurement & supply and skills in procurement
- Computer literate-particularly in Microsoft Office, Word, and Excel
- Responsible attitude and ability to manage the resources and mature understanding of the nature of work
- Good decision making, inter-personal, negotiating, organization and analytical skills
- High standard of numeric skills
- Excellent management skills including the capacity to priorities the work
- Ability to understand new approaches and adapt to them if necessary
- Ability to work under pressure
- Trust-proven track record.
- Excellent command of spoken and written English.
Desirable
- Qualification(s) and/or experience in procurement and supply chain
- Good writing and reporting skills
- Previous experience of NGO work
