Procurement Officer

Admin الحماية والتمكين

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Job Title: Procurement Officer

Location: Al-Hasakeh

Contract duration: Short term contract with end date 31st March 2024

Line Manager: Program Support Coordinator

 

Tasks and Responsibilities

  • Assist in ensuring that procurement daily activities are conducted in a fair, transparent, and accountable manner and in compliance with the Procurement manual, donor requirements, and other reference documents as a guide.
  • Daily coordination of NES procurement activities including all offices (HSK, DRK, SUR, and Sawa).
  • Assists staff in creating clear and understandable purchase requests and other documentation.
  • Assist in soliciting and gathering quotes, as per policy, conduct analysis, and compare quotes as needed.
  • PO contributes to guaranteeing the confidentiality of all specifications and price quotations made by vendors/suppliers, that all related documents are to be kept secure and strictly confidential, and that adequate measures are being taken to ensure confidentiality is maintained.
  • Assist in monitoring the receipt of bids, 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 and 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 that 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 evaluation for enlistment into the vendor list.
  • The 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 NES unit complies fully with the anti-terrorism policy and documents all screening results 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 and corruption.
  • Facilitate the export of documents from NES to Amman for document retention and information security.
  • 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 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 contact 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 line manager.

 

 

Required Qualification, Skills and Experience

  • Minimum bachelor’s degree in business administration, Management, International Economics, or related subjects/fields.
  • Fluency in written and spoken Kurdish.
  • Experience of working in field level
  • Previous logistics operations experience with an NGO
  • At least 2 years of experience in Procurement and logistics.
  • Experience managing 1-3 staff; Able to represent the organization to external suppliers and government officials.
  • Ability to handle a large workload, work under pressure, and independently.
  • Experience with standard procurement procedures and documentation in the humanitarian context and in conflict-related areas with limited infrastructure.
  • Understanding of the procurement rules and regulations of major international donors
  • Understanding of the local market, local legislation related to contracts, suppliers, contractors, customs clearance, business registration requirements, tax regulations, legal aspects of contracting, and contract management.
  • Excellent written and spoken English and Arabic

Safeguarding Commitments

The organization has a zero-tolerance approach toward sexual harassment, exploitation and abuse, and child abuse. We will carefully examine allegations and investigate, and take appropriate disciplinary action where this is needed, taking into consideration the rights and interests of the survivor, consistent with the organization’s survivor-centered approach. We make very clear that sexual harassment, exploitation and abuse, and child abuse in any form, perpetrated by our staff, partners or other related personnel, towards anyone, will not be tolerated.

Gender Equality Commitments  

We provide equal employment opportunities (EEO) to all employees and qualified applicants for employment without regard to race, color, religion, gender, national origin, age, handicap, disability, or marital status.

Application Procedure

All suitable candidates are required to submit their application through the link below:

https://forms.gle/fQo4PUXzSL5BPeQd7

The closing date and time for application is 20th Nov 2023 at 4:30 PM.

CV and cover letter should be in one file and only application in English or Arabic will be considered.

At all stages of the recruitment and selection process, the organization will not request for any candidate to provide any financial details, money transfers or payments to be considered for any position or selected for a role.

Only short-listed candidates will be contacted.