Urgent Recruitment @ GOAL – Procurement Officer

Job Description

Job Title: Procurement Officer

Location: Freetown 

Report to: Supply Chain Manager

Duration: 5 Months with possibility for extension

General Description of GOAL’s Work in Sierra Leone

GOAL has been present in Sierra Leone since 1999, with an overall aim to contribute to poverty and vulnerability reduction through the implementation of integrated, multi-sectoral interventions, with a primary focus on improving Reproductive, Maternal, Neonatal, Child and Adolescent health (RMNCAH) specifically addressing teenage pregnancy. GOAL is also improving rural water supply, urban WASH focusing on fecal sludge management and promoting social inclusion, empowerment and the promotion of decent work through systems-based Programme approaches and community led social and behavioral change. GOAL currently operates in Western Area Urban (Freetown), Kambia, Bombali, Koinadugu, Moyamba and Kenema Districts, with funding from Irish Aid, Bill & Melinda Gates Foundation, the European Union, Charity: Water and DFID.

General Description of the Programme

GOAL is working with the stakeholders and is focusing on the support to DHMTs and Freetown City Council, Water directorate in planning and management to improve reproductive health and WASH outcomes.
GOAL Sierra Leone is delivering programmes in 6 districts particularly in WASH, Adolescent sexual reproductive health, health system strengthening and inclusion. In Freetown and Kenema, GOAL implements WASH programming (FSM project utilizing the systems approach in Freetown funded under Gates Foundation & Irish Aid and rural WASH with a focus on sanitation marketing, water points sustainability in Kenema funded under CW and IA).

In Freetown, Kenema, Kambia, Bombali, Koinadugu and Moyamba GOAL is implementing health system strengthening including clinical mentorship pilot in Kenema funded by DFID and Irish Aid and an Inclusion Programme focusing on the promotion of decent work through advocacy particularly on the situation of informal sector workers, anti-human trafficking and child labour in collaboration with the World hope International and Sierra Leone Labour Congress funded by the European Union.

To understand and enforce the procurement authorization chart and assist the Supply Chain Manager in revisions and ensuring that all procurement taking place in the Freetown Office follows the procedures outlined in the GOAL Logistics manual or mandated by the Systems Director. The incumbent will effectively liaise, negotiate, and inform suppliers and service providers to gain the best value for money on all Purchase Requests originating from the various programmes, with special considerations for the WASH Project.

Main responsibilities

Responsibility 1

• To oversee the updating of a vendor roster and provide monthly updated version to the Supply Chain Manager and oversee the updating of a price list for items purchased providing the Supply Chain Manager, Program and Systems Director with a monthly updated copy.
• To maintain and update the GOAL systems online / order request tracking database providing report to the Supply Chain Manager weekly.
• Ensure that orders are fulfilled within the target time periods based on their value
• Maintain soft and hard copies of all tender analysis & procurement committee recommendations.
• Work closely with the store’s unit alerting them of the supply pipeline and issue copies of the POs for them to verify with the vendor supplies
• Alert requestors on the projected lead time on their purchase requests and inform them when the goods requested are delivered for them to verify and confirm on the specifications.
• Share draft contracts with requestors for review and inform requestors when contracts have been signed off and conduct contractor inception meetings with the requestor.
• Ensure that purchase requests from departments, program areas/projects are filed on the shared drive properly and classified systematically.
• Check and verify all purchase & relevant documents are correct in accordance with GOAL procurement guidelines before the final approval.
• Ensure that the payment request forms (PRFs) properly capture the Withholding (WHT), NHI and GST taxes.
• Ensure that necessary procurement documents are filed and are accessible when required. This includes filing and archiving on the procurement shared drive of all procurement files following the proper file naming protocol.
• Prepare bid analysis, follow up purchase orders, and participate in market surveys.
• Perform order related duties as assigned by the Supply Chain Manager

• Effectively communicate, follow-up, and work with field offices logistics staff on purchases where Freetown involvement is needed and provide, needed information to line managers or Programme managers regarding purchases, cost of items, or vendors
• Ensure that concession and duty-free waivers for all international transactions are obtained and followed up with the relevant government line ministries.
• Liaise with clearing and forwarding agents as necessary to ensure that all GOAL overseas transactions are correctly cleared at air and seaports.

Safeguarding 3

• Maintain safe working environment for all staff/beneficiaries.
• Ensure risk mitigation measures are in place and adhered to.
• Ensure staff/beneficiaries fully understand Safeguarding reporting procedures.
• Ensure Safeguarding measures are implemented within areas of responsibilities
• Ensure do-no-harm to children and vulnerable adult we meet.
• Follow-up, and address, Safeguarding issues appropriately.

Requirements (Person Specification)

• Bachelor’s degree in Logistics, Supply Chain/ Procurement or Business Administration.
• 3 years working experience in a similar position.
• Honesty with strong motivation to become effective manager of people and resources
• Detail oriented and organized
• Decision-maker
• Multi-tasking and ability to prioritize competing demands
• Proactive in addressing problems and finding solutions
• Essential
• Computer literate with proficiency in Microsoft Excel and Word
• Fluent in written and spoken English and Krio
• Desirable
• Excellent inter-personal skills with people from different backgrounds, businesses, and education levels
• General understanding and ability to recognize quality, durability, and value

Are you interested? If you believe you have the required skills and experience; and excited to join our committed and dynamic Procurement team, please send your cover letter and up-to-date CV to [email protected] on or before Tuesday 26th July, 2022 at 5:00pm. 

A commitment to GOAL values and GOAL’s integrity framework is critical to working with GOAL. Any candidate offered a job with GOAL will be expected to adhere to the following key areas of accountability: 1) Comply with GOAL’s policies and procedures with respect to safeguarding, code of conduct, health and safety, confidentiality, do no harm principles and unacceptable behaviour protocols; 2) Report any concerns about the welfare of a child or vulnerable adult or any wrongdoings within our programming area; 3) Report any concerns about inappropriate behaviour of a GOAL staff or partner.

Children and vulnerable adults who come into contact with GOAL as a result of our activities must be safeguarded to the maximum possible extent from deliberate or inadvertent actions and failings that place them at risk of abuse, sexual exploitation, injury and any other harm. One of the ways that GOAL shows this on-going commitment to safeguarding is to include rigorous background and reference checks in the selection process for all candidates.

GOAL provides equal opportunity in employment and prohibits discrimination in employment on the basis of race, sex, colour, religion, sexual orientation, age, marital status, or disability. Women are strongly encouraged to apply.

Applicants should attach a copy of a valid Labour Card to their Applications.