The Procurement officer is committed to implementing and maintaining the highest standards of efficiency and integrity in the purchase of goods and services. The Procurement Officer works closely with Program, Finance and Logistics team. S/he is instrumental in supporting program activities through his/her services.

Duties and Responsibilities:

• Need to have full understanding of DPO’s, donor and standard procurement policies and procedures and procurement regulations;
• Procure goods and services in accordance with DPO’s policies and donor regulations and within the minimum timeframes (lead-time) in a transparent, accountable, and cost effective manner; and facilitate the timely and efficient supply of goods and services.
• Assists staff as needed on creating clear and understandable purchase requests and other procurement documentation.
• Track purchase request and ensure timely purchases including maintaining current and orderly files of all procurement activities.
• Distribute request for quotations/invitation to tender and bid documents for suppliers,
• Obtain Performa invoices as per the specifications on the PR.
• Prepare Purchase requests, Invitation to tenders, Quotation Analysis, Note to File, Purchase Order, Payment Requests, Service contracts, Purchase Agreements, Consultancy Agreement, Frame work Agreement/Master Agreements as required.
• Proactively coordinate the tendering process for both goods and services, ensuring that the process follows best practice and DPO’s tender policies;
• Coordinate the procurement of the overseas purchased goods/services and assist and facilitate any import/export activities.
• Maintain proper procurement files guarantee the confidentiality of all specifications and price quotations made by the supplier.
• Support in the bids Evaluations/ analysis for all purchases(goods/services);
• Always accord prompt and courteous reception and fair and equal treatment to all vendors/suppliers and their representatives.
• Prepare payment requests as required and ensure the necessary documents are attached for payments.
• Ensures timely and safe delivery of items/ goods to the warehouse with proper documentation and coordinate with the storage and transfer of items to field sites.
• Explain as clearly and fully as possible to vendors/suppliers the reason(s) for the rejection of their bids/proposals.
• Identify potential, credible and competent vendors for DPO and maintain contacts with suppliers and conduct price comparison/market assessment in order to get the best price and quality material.
• Keep records of supplier database and maintain files of current market prices for commonly bought items.
• Ensure DPO, Donor and Government supply chain procedures are adhered to while purchasing goods/ services required by DPO.
• Ensuring all specifications in the purchase requisitions are captured in the requests for quotations and subsequently in the purchase order;
• Work with the procurement committee as per DPO Procurement Policy to source suppliers.
• Tracking in-coming shipments of ordered goods, reviewing completeness and accuracy of shipping and confirming timely arrival of the right quantity and quality of delivered consignments;
• Maintain up to date records for all procured goods and services, including supporting documentation: purchase requisitions, quotations, bid evaluations, purchase orders, due diligence checks/reference checks, Tender summary and related documents.
• Assist in the drafting framework agreements and other related agreements for preferred suppliers or service providers.
• Participate in preparing prequalification documents and appraising prequalified suppliers.
• Conduct himself/herself both professionally and personally in such a manner as to bring credit to DPO’s and to not jeopardize its humanitarian mission in country of operation;
• Other duties as assigned.

Job Requirements

Qualification/ Experience Requirements

• Degree in Purchasing and Supplies Management, Management, Accounting or any related field,
• Three years’ work experience in Procurement and Logistics position,