Key procurement processes: 40%

·       Assist in ensuring that procurement daily activities are conducted in a fair, transparent and accountable manner and in compliance with the CO Procurement manual, donor requirements, and other reference documents as a guide.

·       Daily coordination of CO procurement activities.

·       Guide staff as needed on creating clear and understandable purchase requests and other documentation.

·       Assist in soliciting and gathering quotes, as per CO policy, conduct analysis and compares quotes as needed.

·       Contributes to guarantee the confidentiality of all specifications and price quotations made by vendors/suppliers and that all related documents are to be kept secure and strictly confidential as well as to assure that adequate measures are being taken to assure that confidentiality is maintained.

·       Assist in monitoring the receipt of bids and ensure that deadlines are adhered to and demonstrate the outmost fairness in the process.

·       Handles large and complex procurements and tenders/framework agreements from receipt of PR through drafting of RFQ/Tender through to receipt of good and ensuring all documents for payment are submitted to finance in a timely manner. - Ensure that Good Received Note information properly match contract, invoice, and receipt information.

·       Prepare all tender documents and ensure the timely and proper publication of these adverts in the local dailies and forward copies to respective individuals where appropriate.

·       Assist procurement team in coordinating the procurement committee meetings, following up with the suppliers. Working with Safety and Security, program, logistic teams, and Suppliers to coordinate distributions and clearances.

·       Ensure that procurement team are managing the vendor list by maintaining a professional relationship with listed vendors and service providers to ensure that materials and requirements meet established standards, and those applicable policies, practices and procedures are understood and followed.

·       Assist the procurement department in surveying the market for new potential vendors and assist in the process of evaluation for enlistment into the vendor list.

·       Conduct the annual vendor review by engaging all other department, clean the vendor by archive inactive vendors, ensuring vendor list in the system has very clear category for vendor specialization.

·       Procurement Manager should ensure that legitimate concerns and rights of vendors and service providers are duly investigated and addressed promptly, this includes things like; due payments for performed contracts, certificates for tax deductions, complaints and other legitimate issues raised.

·       Ensure tha units comply fully with the anti-terrorism policy and documents all screening result for future reference.

·       Ensure that the procurement tracker is maintained and up to date and that all reports are completed and submitted in a timely manner.

·       Constantly review procurements to mitigate fraud, corruption, and collusion.

·       Procurement manager should ensure proper and fully scanning to procurement document and properly and timely upload to the Share Point folders.

·       Procurement manager should ensure and closely following up the KPI for the CO and identify the gaps and keep improvement to target good performance result.

2-Coordination and Support: 20%

·       Coordinate with all head of unit and requestors on procurement plan and ensure consistency to procurement plan preparation and update procurement tracker.

·       Coordinate with all projects and requestors on issues arising from requests submitted and seek clarifications on specifications and charging details.

·       Provide procurement support for programs and program support activities, ensuring the effectiveness of the supply system and using Pamodzi system.

·       Execute necessary contracting, transport, shipping, and requisitions, following CO’s procedures and policies.

·       Liaise and coordinate with the relevant departments/ functions regarding delivery of supplies and keep all parties informed of any changes.

·       Prepare weekly, monthly, and quarterly reports on purchases, KPI and spending.

·       Maintain and keep files for purchase orders, quotations, contracts, tenders, and internal purchase requisitions.

·       Coordinate closely with Program Managers regarding budgeting of materials, BIS requirements, equipment, and services.

3-organization policies and procedures compliance: 20%

·       Ensure adherence to organization and donor procurement policies and procedures, and to be in contact with CO for procurement support.

·       Work with IT to ensure BIS compliance in procurements, coordinate the import of goods from KRI, Jordon, and Turkey.

·       Follow up with donor procurement regulations and partner regulations and reflect in dashboard to easy the work for the team.

·       Attend supply chain community meetings and circulate any updates with the team.

·       Approve purchase order up to $3500 based on procurement manager allowable threshold.

4-Staff Management :15%

·       Guide and support the procurement team in all filed offices.

·       Observe, analyze and assess the capacity of the staff and put in place a plan for building their capacity, through training, mentoring and on the job learning.

·       Ensure consistent capacity building for partners and closely engage with them.

5-Other Responsibilities as assigned: 5%