Procurement Officer

Job Title: Procurement Officer

Company: Action Against Hunger

Location: Damaturu, Yobe State
Job Type: Full Time
Starting date: As Soon As Possible
Direct Line Manager: Procurement Manager
Action Against Hunger works to save lives by combating hunger and diseases that threaten the lives of vulnerable communities, through nutrition, food security, water and sanitation, health and advocacy.
Objective 1

• Support Logistics Supply Chain, review and prepare all documentation during the procurement process

Tasks and Responsibilities:

• Receive and process Procurement Lines (PL) on reception frequencies;
• Provide support in market analysis;
• Ensure best available prices & quality, collect quotations, suppliers references;
• Review and confirm all procurement request before processing;
• Ensure that PL includes all required specifications and supporting documents;
• Update and share the Procurement Follow Up (PFU) on weekly basis through Link,
• Monitor deliveries to the department/bases/programs
• Follow up the importation and clearance process of international shipments
• Facilitate Program department in making procurement request;
• Prepare request for quote , prepare assessment table and get approval according to ACTION AGAINST HUNGER standard procedures
• Prepare purchase contract or Supplier Purchase Order (SPO) and coordinate supplier during the delivery of the goods and services
• Arrange tender and other procurement meetings and take minutes
• Ensure all purchasing dossiers are complete and properly filled before archiving;
• Update the price catalogue with new purchase prices and/or suppliers or at least every two months
• Liaise with all supplier requests and maintain the supplier database

Objective 2

• Support line manager in negotiating supplier framework agreements and contracts

Tasks and Responsibilities:

• Prepare Procurement Dossiers for framework agreements and contract and update relevant monitoring tools (Procurement Follow Up and Contract Follow Up) ;
• Liaise with contractor to ensure compliance with the contract, including initial meeting;
• Collect and prepare any supporting documents related to contract implementation or modification;
• Communicate to line manager any deviation from the initial contract.
• Ensure that all documentation required as per contract is provided by both parties;
• Collect and review all delivery documentation;
• Prepare payment transaction according to delivery and contract payment terms

Objective 3

• Supervision of Delivery issues

Tasks and Responsibilities:

• Ensure quality & quantity control of deliveries
• Transit all equipment deliveries to the base/capital logistician and IT for codification, labelling and files equipment settings or to update inventory list before use, storage or shipping;
• Ensure packaging and shipping to bases is well done and documented. Collect all signed copies;
• Ensure all documentation is existing, updated, are properly filed and filled in folders before archiving

Objective 4

• Reporting

Tasks and Responsibilities:

• Update and provide Procurement Follow Up (PFU) to line manager on a weekly basis
• Compile and submit relevant sections with documentation of the monthly stocks report to the Capital Logistician and the Logistics Coordinator.
• Update Contract Follow Up (CFU) and submit for monthly report to line manager
• Update and provide the Supplier List on regular basis to line manager
• Update and provide the Framework Price List on regular basis to line manager
• Assist and support to provide Cash forecast twice a month to line manager

Objective 5

• Performance Management

Tasks and Responsibilities:

• Communicate Action Against Hunger performance standards and expectations to team members which includes ; 10 minutes monthly conversation, 3 months/end of probation performance appraisal and annual/ end of contract appraisal.
• Establish performance objectives, provide feedback, identify strengths and areas for professional improvement.
• Contribute to the professional development and improvement of team members by providing support.

Internal & External Relationship
Internal:

• Procurement Manager/ Logistics Manager: Direct Supervision –  hierarchical relationship – exchange of information
• Technical Support –  exchange of information and collaboration on procurement  matters
• If applicable – Procurement Assistant: Line Management –  hierarchical relationship
• Logistic Coordinator:  integrated approach – Coordination – sharing of information – Technical Support –  exchange of information and collaboration on procurement  matters
• Finance Coordinator/ Base Admin: exchange of information and collaboration on procurement  matters
• Base/Capital Logistician: exchange of information and collaboration on procurement  and transport matters
• Others Programme: exchange of information and coordination (integrated approach)

External:

• Service Providers & Vendors: working relation ,  exchange of information, coordination,
• Local representatives of international aid organizations: exchange of information

Position Requirements
Qualifications:

• Minimum Bachelor degree  or equivalent (Preferable supply chain or procurement)

Essential:

• Min 2 years’ experience in procurement and/or logistics position
• Some experience in supervising Staff
• Strong computer skills in MS Office, especially MS Excel
• Rigorous, with strong organization skills and attention to detail
• Strong communication skills
• Strong negotiation skills
• Professional level of English
• Ability to work in complex environment and can bear the work load

Preferred:

• Previous experience working for NGOs an asset, particularly international and/or health related NGOs
• Fluency in one or more National/regional languages an asset

METHOD OF APLICATION

Use the link(s) below to apply on company website.

• Procurement Officer