The overall purpose of this position is to support the org NES to handle Procurement needs that include sourcing, selecting, and contracting local vendors against the best possible legal and commercial conditions. The Procurement officer will supervise the Procurement assistant for day-to-day activities in NES. The position would make sure that the org and donor’s procurement policy/procedures and SOPs are strictly followed and guide the team in NES to implement.
S/he must ensure that all goods and services are procured, stored, and delivered at right time with the right cost. S/He is responsible for all reports on procurement and submits them to Sn Procurement Officer on time. S/he must keep all documents for checking and audit purpose. S/he will coordinate closely with the program, finance, field offices, and other department and facilitate their requirements in procurement.
KEY RESPONSIBILITIES :
- Assist in ensuring that procurement daily activities are conducted in a fair, transparent, and accountable manner and in compliance with the org Procurement manual, donor requirements, and other reference documents as a guide.
- Daily coordination of the org NES procurement activities including all the org offices (HSK, DRK, SUR, and Sawa).
- Assists staff as needed in creating clear and understandable purchase requests and other documentation.
- Assist in soliciting and gathering quotes, as per the org policy, conduct analysis, and compares quotes as needed.
- PO contributes to guaranteeing 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 utmost fairness in the process.
- PO handles large and complex procurements and tenders from receipt of PR through the drafting of RFQ/Tender through to receipt of goods and ensuring all documents for payment are submitted to finance in a timely manner.
- Ensure that Good Received Note information properly matches 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.
- Focal point for procurement committee meetings and following up with the suppliers. Working with Safety and Security, program teams, and Suppliers to coordinate distributions and clearances.
- Ensure 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.
- Procurement Officer 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 that the org NES unit 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.
- Facilitate the export of documents from NES to Amman for document retention and information security.
- Ensure that all the procurement transactions are being achieved properly by scanning documents and upload it to SharePoint.
- 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 the PS system.
- Execute necessary contracting, transport, shipping, and requisitions, following the org’s procedures and policies.
- Liaise and coordinate with the relevant departments/ functions regarding the delivery of supplies and keep all parties informed of any changes.
- Prepare weekly, monthly, and quarterly reports on purchases 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, equipment, and services.
- Ensure adherence to the org and donor procurement policies and procedures and be in contact with CO for procurement support.
- Work with IT to ensure BIS compliance in procurements and coordinate the import of goods from KRI.
- Follow up with donor procurement regulations.
- Perform other duties and/or tasks assigned by the direct supervisor.
