Procurement Specialist

JOB PURPOSE

The Procurement Specialist is responsible for the procurement of goods and services and supporting improvement in logistics and procurement functions

1. KEY TASKS

Under the overall supervision of the Head of Operations;

1. Develop, facilitate, implement, monitor and review procurement plans
2. Manage the supply chain function at IPPF which includes procurement of goods, works and services
3. Responsible for managing all procurement contracts, coordinate and monitor the supply chain function to ensure compliance with procurement policies and practises and donor requirement
4. Procure all materials and equipment ordered in a cost-effective and transparent manner in line with ARO and donor specific policies
5. Liaise with suppliers to create realistic delivery schedule and compare actual deliveries in order to evaluate supplier performance and responsiveness
6. Ensure that all order request purchase orders are tracked from point of planning and request through to final receipt. Regularly review update and share the databases and trackers to his/her supervisor
7. Prepare the request for proposal (RFQ) and ITB relevant documents and reports for tender committee review
8. Participate in evaluation of bids and proposal and make sure the bids evaluation report technical evaluation, minutes of negation’s and negotiated contract in selection of consultants contain all the facts and information required to justify the recommendation made in the reports
9. Ensure that proper procurement systems and procedures that ensure strict adherence to set policies under the overall finance and administration rules for the Regional Office and Sub-Offices
10. Maintain a database on all procurement activities for Regional Office and Sub-Office and ensure purchases assets are registered in the inventory databases.
11. Maintain and update suppliers list using the Supplier registration form
12. Coordinate and facilitate the supplier pre-qualification process
13. Ensure procurement files are accurate and records are in compliance to Procurement manual and donor policies, filing systems is properly established all soft copies and hard copies of procurement files and accessible and manageable by stakeholder
14. Review Invoices and attached supporting document and submit for payment of suppliers to finance on a timely manner
15. Review Invoices and attached supporting document and where necessary to submit for tax exemption request to Head of People, Culture & Administration.
16. Responsible for ensuring that IPPFAR travel policies and procedures are well understood and followed.
17. In coordination with Administration establish detailed requirements for office supplies, equipment and other goods required (for workshops and meetings)
18. Ensure that requisite quotes are obtained from the list of approved suppliers and ensures that such purchases are adequately supported by LPOs, Invoices and Delivery notes
19. Ensure all approved quotations are captured into the ERP in time and that LPOs raised are sent to the selected suppliers
20. Ensure all suppliers/service providers invoices are scrutinized, recorded and promptly accounted for into the ERP
21. To build and maintain positive relationships with all members of staff, and contactors both within and outside the Federation
22. To undertake any other reasonable duties as may be requested by the supervisor.

PERSON SPECIFICATION

1) Competencies

PROFESSIONALISM: Knowledge of (related field). Demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

PLANNING & ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

ACCOUNTABILITY: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.