Key Duties and Responsibilities

• Preparation, coordination and implementation of consolidated annual procurement plans and ensure user departments adhere to it in line with approved budgets.
• Ensure compliance with donor requirements and relevant regulations while carrying out procurement activities.
• Conduct regular market assessments and supplier evaluations to ensure quality and value for money.
• Manage the organization’s supplier database and maintain strong relationships with vendors and contractors.
• Review and approve purchase orders, contracts, and invoices to ensure accuracy and compliance.
• Conduct regular inventory checks to monitor stock levels and prevent stockouts or excess inventory.
• Participate in budget planning and forecasting to ensure effective resource allocation for procurement activities.
• Develop and maintain a risk management plan to mitigate potential risks in the procurement process.
• Provide training and support to staff on procurement policies, procedures, and compliance requirements.
• Formulate the Value for Money framework to inform the organization procurement.
• Provide logistical support for project activities; including transport for client visits, events such as workshops, meetings, etc.
• Coordinate the receipt, opening and evaluation of quotations, tenders, or proposals for goods, services or works.
• Preparation and management of contracts in liaison with the Finance Department for its legality and ensure proper authorization in accordance with HRSS policies.
• Ensuring user departments adhere to procurement plans in line with budgets.
• Carrying out market surveys, monitor and evaluate performance of the supply chain function.
• Ensuring sound partnerships with suppliers and clients.
• Ensuring timely, efficient and effective procurement of goods, services and works, while strictly adhering to the procurement policy.
• Establishing in liaison with the relevant departments and end-users, quality specifications of goods and services required by HRSS.
• Carrying out designated checks on quality and security aspects of procurement.
• Reviewing the supply chain to ensure it is efficient and effective.
• Managing the annual supplier pre-qualification exercise.
• Managing the disposal of obsolete and disposable items with authorization from the management.
• Secretary to the Bid Evaluation Committee; collate and present procurement documentation to the relevant Tender and Disposals Committees for adjudication and award.
• Prepare supplier’s contracts and purchase orders and submit for approval.
• Maintain files and records for all procurement processes, tenders, procurement evaluations, contracts, Purchase orders and all correspondences relating to the procurements.
• Submit procurement documents, contract and LPOs for payment processing.
• Facilitate the annual procurement audit and other procurement reviews.
• Facilitate for insurance cover for all assets and equipment for HRSS.
• Review and update the procurement and Logistics Policy.
• Prepare monthly procurement reports for the organization.

Education & Experience

Education

• A Bachelor’s degree in Supply Chain Management or its equivalent from a recognized University.

Experience

• At least Three (3) years’ experience in procurement and logistics management. Preferably experience in an NGO setting.
• Solid knowledge and understanding of procurement processes, policy, and systems
• Knowledge of Supply Management Software (Database Management, Inventory Management, Financial Analysis,
• Effectively applies specialized knowledge of logistics and procurement to timely source goods and services;
• Effectively works with vendors and service providers in compliance with HRSS procedures to secure cost-effective quality solutions for HRSS
• Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, Outlook, and Excel)

Core competencies

• Well-seasoned level of financial professional, with strong experience in Procurement and full understanding of the core processes. Acts as discussion partner on organization level for financial matters.
• Conceptual working and thinking level with several years of experience in Procurement OR Higher vocational working & thinking level with many years of experience in finance Practical & applied knowledge level
• Well grounded, well-seasoned procurement professional, with full understanding of the core processes
• Acts on a large and/or complex financial management level. Is a sparring partner for Executive Director for procurement matters? Contributes to the development of the strategy of the organization
• Supports, mentor and coach more junior procurement officers in the head office and filed offices
• Ability to prepare budget as well as write a narrative report as may be required.
• High level of computer literacy, excellent working knowledge of spreadsheets, databases, internetand e-mail.
• Leadership qualities and people management expertise to provide direction and effective support to a multicultural team;
• Thorough understanding of financial system and how it interacts with other operational systems to achieve seamless organizational effectiveness and efficiency.
• Effective verbal and written communication skills, including high-level interpersonal and representational capabilities; fluencyin written spoken and spoken English.

Behavioral Competencies

• A strong commitment to HRSS’s purpose, a broad understanding of the work culture in the “Humanitarian” sector and its impact on key areas of responsibility anda commitment to humanitarian principles and action.
• Ability to influence and support colleagues in appreciating the importance of procurement Standards, procedures and controls.
• Keep confidential information and act with utmost discretion and integrity.
• Must demonstrate commitment and sensitivity to gender issues.