Duties and Responsibilities:

Procurement Planning

• Participate in preparation and implementation of project’s procurement plans at the time of plan submission
• Follow up all staffs to share their annual procurement plan timely
• By coordinating with each project/program unit, develop an annual procurement plan and Compiling of organization procurement plan.
• Monitor operational and projects’ annual procurement plan and expenditure versus approved plan to track procurement history

Procurement of Goods, services and works

• Review of submitted purchase requisitions and provide technical advice to users
• Ensure the daily conversion of purchase requisition
• Execute all procurement activities of the organization from the stage of, specification development, sourcing, goods delivery.
• Receive tender analysis from officers and review and submit to procurement committee members for signature.
• Follow-up of procurement approvals and ordering of selected goods/services.
• Issue award notification and regret letter for bidders
• Ensure that material from suppliers is correctly tracked for on-time delivery
• Carryout vendor prequalification; starting from developing prequalification criteria to prequalifying vendors at CO and FO level
• Prepare tender documents, receipt of bids and analysis, Facilitating the bidding process effectively
• Monitor and manage the administration and closure of purchase orders and contracts
• Execute procurement processes as per the proper procurement cycle align with the organization procurement policy.
• Ensure value for money in all procurements.
• Ensure and putting in place an effective and efficient procurement system;
• Maintaining proper record – keeping and monitoring system for all procurement transactions
• Share regular procurement status update to the user.
• Identify, evaluate, and implement improvement opportunities to improve procurement processes
• Innovate, recommend, and create new processes and standards supporting Procurement Operations

Delivery and Inspection of goods and services

• Follow up suppliers for the delivery of goods and services for inspection of
  Share an LPO to Admin team/store person before the item delivery
• Communicating requesting unit or other respective department delivered goods
• Compile documents provide for procurement assistant for payment facilitation.

Team Leadership

• Handle the daily procurement activity of the organization,
• Support all procurement process by ensuring all procedural and documentation requirements have been met.
• Coordinate with Logistic and Administration for the proper distribution of items.
• Monitor adherence to internal controls within the purchasing/procurement system within the organization.
• Acts as negotiator between the Amref Health Africa and vendors/suppliers on procurement contracts
• Assign tasks and supervise procurement team; execute the quarter and annual procurement plan
• Follow up that every person who involved on procurement activities has signed declaration of conflict of interest and put in place the signed document in a file.
• Provide the necessary support for country office procurement committee and field office sub procurement committee to perform procurement process as per the procurement guidelines and policy

Suppliers Management

• Prepare expression of interest (EOI) for routinely procured goods and services in every two years.
• Review proposals/ supplier profile, short list prequalified vendors
• Developing and maintaining an up to date data base of vendors and prequalified vender list
• Invite prequalified vendors to submit quotations for frequently procured goods and services (stationary, hotel, vehicle rent and etc.) and evaluate quotations
• Preparing, administering and issuing approved contracts;
• Oversees tracking of supplier insurance policies / coverages for supplier agreements are still valid
• Develop Key Performance Indicators for vendor performance monitoring
• Carryout supplier’s performance evaluation process annually and follow up the supplier performance

Standards and specification of procurement of goods

• Developing and establishing standards and specifications for the procurement of goods and services
• Update Items catalogue for items procuring frequently
  Provide technical support and capacitate Field Office Sub Procurement
• Committee Members on procurement details

Communication and Networking internal/external

• Communicate project managers to prepare and submit annual and quarter procurement plan
• Communicate Project and Program Managers on any procurement related activities including regular procurement status update, budget issues and specification.
• Working together with the Lead Finance Officers regarding budget commitment which incurred in ERP and verify the actual budget commitment cost so that it minimizes double commitment transactions
• Communicate with Admin unit regarding the items which will be delivered to the store so as to arrange space and facilitate the distribution
• Working together with Engineering unit for issues related with constructions including bid advert, bidding process, negotiation with suppliers and involved issues needs procurement decisions and advise.
• Communicate all Field Offices Sub procurement committee members for any procurement related issues and support provision
• Communicate also Finance Department at Corporate Office for payment settlement for the items procuring in hard currency (USD) i.e. specially for vehicle procurement requests.
• Communicate suppliers for result notification

Reporting and Documentation

• Prepare and shared monthly procurement status update consistently
• Prepare reports upon the request of user projects and programs

Job Requirements

Required Academic Qualification: BA/BSc Degree in Procurement, Supply Chain Management, Business Administration, or any other appropriate academic qualification for the desired role

Required Experience: 5 plus years of work experience in procurement in similar sector

Required Skills:

• Negotiation skill
• Problem solving
• Agility