Procurement Officer at International Rescue Committee Kibondo, Tanzania

Requisition ID: req8826

Job Title: Procurement Officer

Sector: Supply Chain

Employment Category: Fixed Term

Employment Type: Full-Time

Open to Expatriates: No

Location: Kibondo, Tanzania

Job Overview

Job Description

The Procurement Officer is responsible for the efficient coordination and management of procurement functions for IRC’s office. The position holder will procure Program supplies, services and equipment, whilst ensuring good practices and maintaining audit-compliant records. You will ensure that all purchases of goods and services are done transparently, at the best available price, and in compliance with IRC and donor procurement policy and procedures.

Key Responsibilities

Procurement Planning

Working Closely With Senior Supply Chain Officer, And Other Internal And External Partners, You Will Effectively Plan And Support Program Implementation By

Collecting, organizing and analyzing data market information and data to enable effective procurement planning
Participating in preparing and implementing procurement plans ensure they are consistent and inline IRC procurement Standard Operating Procedures (SOPs)
Monitor supply market and conduct market surveys & analysis to ensure value for money in procurement.

Procurement

Responsiblities

Responsible for implementing procurement plan and strategy and ensuring all procurement needs are met on time in line with GSC and donors’ standards, the role holder will

Support the development of procurement specifications
Process approved Purchase requisitions through the procurement software (BVA) ensuring data accuracy in the system.
Initiate and process Request for quotations (RFQ) and Request for proposals (RFP).
Train and certify procurement committee members and participate in tender meetings and evaluations.
Prepare bids analysis and other bidding documents for approval.
Conduct negotiations with suppliers that is transparent and documented.
Review procurement documents for accuracy before taking payment for approval.
Collaborating with all departments by Coordination with finance, grants and program to ensure smooth and timely procurement

Contract Management

You will lead the contracting process so that the terms and conditions, and contracting procedures as provided by Global Supply Chain are followed.

To Achieve This, You Will

Prepare and executing contracts for recommended bidders
Timely renew qualifying contracts and Master Agreements.
Execute contracts against set performance indicators

Supplier Management

The role will lead supplier relationships and performance to ensure that Suppliers adhere to Service Level Agreements (SLAs), and that there is precise record keeping. This includes:-

Maintaining suppliers’ files and documentation in line with SC Documentation SOP.
Monitoring and documenting supplier performance
Maintain supplier performance score cards.

Compliance and Ethics

You Will Assist In Identifying And Analyzing Compliance Risk In Procurement Processes And In Implementing Donor Rules & Regulations For All Procurements By

Implementing due diligence for suppliers, this includes conducting reference checks, supplier visits etc.
Providing consistent and constructive support to other departments to ensure compliance with policies and procedures
Identifying and reporting procurement red flags across the procurement value chain
Implementing corrective action plans (CAPs) in response to internal and/or external audit queries

Reporting
You Will Support Timely And Accurate Reporting By
- Downloading and ensure PRTS (purchase tracking template) reflects true picture to procurement performed in respective timeline.
- Supporting with developing and updating the procurement plans (assigned) as required.
- Submitting monthly list of commitments to Senior Supply Chain Officer.
- Submit periodic procurement tracking report for specific Grants that you are assigned to.
Key Working Relationships

Position directly supervises: Drivers

Other Internal And/or External Contacts

Internal: Regular relationships with program staff, Operations staff and country Supply Chain staff at all levels

External: Vendors and Services providers.

Education

Qualifications

Degree in Supply Chain and Logistics Management or Equivalent Logistics related field from accredited college in Tanzania.

Work Experience
- 3-4 years of work experience in supply chain operations (Procurement)
- PSPTB certified with one-year experience on procurement.
- Strong, excellent computer literacy in Microsoft Application package and ERP knowledge a plus.
- At least 1 year working experience with international NGO.
Demonstrated Skills And Competencies
- Knowledge of generic procurement procedures and practices
- Proven success as a procurement leader within supply chain including planning, procurement and logistics
- Good collaborator with effective interpersonal and analytical skills who work seamlessly across cultures, organizational units and suppliers.
- Knowledge and experience in procurement plans, strategies, market analysis techniques, procurement and contracting
- Good negotiation skills
- Excellent skills in conducting market analysis and sourcing strategies.
- Able to work effectively in a highly matrixed structure
- Good mathematical skills.
Our Values

The IRC staff must adhere to the values and principles outlined in IRC Way-Standards for Professional Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.