Procurement Officer at Action Against Hunger

Action Against Hunger is the world’s hunger specialist and leader in a global movement that aims to end life-threatening hunger for good within our lifetimes. For 40 years, the humanitarian and development organization has been on the front lines, treating and preventing hunger across nearly 50 countries. It served more than 21 million people in 2018 alone.

We are recruiting to fill the position below:

Job Title: Procurement Officer

Location: Damaturu, Yobe
Job Type: Full Time
Starting date: As Soon As Possible
Direct Line Manager: Procurement Manager

Objective 1

Support Logistics Supply Chain, review and prepare all documentation during the procurement process

Tasks and Responsibilities:

Receive and process Procurement Lines (PR) on reception frequencies;
Provide support in market analysis;
Ensure best available prices & quality, collect quotations, suppliers references;
Review and confirm all procurement request before processing;
Ensure that PL includes all required specifications and supporting documents;
Update and share the Procurement Follow Up (PFU) on a weekly basis,
Monitor deliveries to the department/bases/programs
Follow up the importation and clearance process of international shipments
Facilitate Program department in making procurement request;
Prepare request for a quote, prepare assessment table and get approval according to ACTION AGAINST HUNGER standard procedures ;
Prepare purchase contract or Supplier Purchase Order (SPO) and coordinate supplier during the delivery of the goods and services
Arrange tender and other procurement meetings and take minutes
Ensure all purchasing dossiers are complete and properly filled before archiving;
Update the price catalog with new purchase prices and/or suppliers or at least every two months
Liaise with all supplier requests and maintain the supplier database

Objective 2

Support line manager in negotiating supplier framework agreements and contracts.

Tasks and Responsibilities:

Prepare Procurement Dossiers for framework agreements and contract and update relevant monitoring tools (Procurement Follow Up and Contract to Follow Up) ;
Liaise with the contractor to ensure compliance with the contract, including initial meeting;
Collect and prepare any supporting documents related to contract implementation or modification;
Communicate to the line manager any deviation from the initial contract.
Ensure that all documentation required as per contract is provided by both parties;
Collect and review all delivery documentation;
Prepare payment transactions according to delivery and contract payment terms.

Objective 3

Supervision of Delivery issues.

Tasks and Responsibilities:

Ensure quality & quantity control of deliveries
Transit all equipment deliveries to the base/capital logistician and IT for codification, labeling and files equipment settings or to update inventory list before use, storage or shipping;
Ensure packaging and shipping to bases are well done and documented. Collect all signed copies;
Ensure all documentation is existing, updated, are properly filed and filled in folders before archiving

Objective 4

Reporting.

Tasks and Responsibilities:

Update and provide Procurement Follow Up (PFU) to line manager on a weekly basis
Compile and submit relevant sections with documentation of the monthly stocks report to the Capital Logistician and the Logistics Coordinator.
Update Contract Follow Up (CFU) and submit for monthly report to line manager
Update and provide the Supplier List on a regular basis to line manager
Update and provide the Framework Price List on a regular basis to line manager
Provide Cash forecast twice a month to line manager

Objective 5

Performance Management.

Tasks and Responsibilities:

Communicate Action Against Hunger performance standards and expectations to team members which includes; 10 minutes monthly conversation, 3 months/end of probation performance appraisal and annual/ end of contract appraisal.
Establish performance objectives, provide feedback, and identify strengths and areas for professional improvement.
Contribute to the professional development and improvement of team members by providing support.

Internal & External Relationship
Internal:

Procurement Manager/ Logistics Manager: Direct Supervision – hierarchical relationship – exchange of information
Technical Support – exchange of information and collaboration on procurement matters
If applicable – Procurement Assistant: Line Management – hierarchical relationship
Logistic Coordinator: integrated approach – Coordination – sharing of information – Technical Support – exchange of information and collaboration on procurement matters
Finance Coordinator/ Base Admin: exchange of information and collaboration on procurement matters
Base/Capital Logistician: exchange of information and collaboration on procurement and transport matters
Others Programme: exchange of information and coordination (integrated approach

External:

Service Providers & Vendors: working relation, exchange of information, coordination,
Local representatives of international aid organizations: exchange of information

Position Requirements
Qualifications:

Minimum of Bachelor Degree or equivalent (Preferable Supply Chain or Procurement)

Skills and Experience
Essential:

Minimum of 2 years’ experience in procurement and/or logistics position
Some experience in supervising Staff
Strong computer skills in MS Office, especially MS Excel
Rigorous, with strong organizational skills and attention to detail
Strong communication skills
Strong negotiation skills
Ability to work in a complex environment and can bear the workload

Preferred:

Previous experience working for NGOs an asset, particularly international and/or health-related NGOs
Fluency in one or more National/regional languages an asset.

Minimum Basic Salary