JOB SUMMARY     

Under the general direction of the Supplies & Logistic Manager the procurement Officer is responsible for Collection  and maintenance of  of lists of major suppliers, current market prices for planning purpose, Follows up stoke levels of critical items, collects Performa invoices in sealed envelope and submits to his supervisor and/or procurement committee for analysis and recommendations, effects payments for approved purchases and collect purchased items after proper scrutiny as to conformity with specifications, handover purchased items to store keeper following the standard procedure.

RESPONSIBILITIES & TASKS 

1. Purchases all goods and services of the Association in accordance with the purchasing policies and procedures;
2. Collects and maintain lists of major suppliers and current market prices of frequently required commodities for planning purposes;
3. Receive Purchase requisition from the division Head for further processing , and make sure the PR authorize by the appropriate authority;
4. Collects Performa invoices in sealed envelop upon receiving purchase requisitions;
5. Prepare bids documents according to the detail specification;
6. Expedite purchase orders for timely receipt of goods and services;
7. Effects payments for purchased items after proper verification against specifications;
8. Collect purchased items and transport to store for handing over to the store keeper;
9. Hand over purchased items to store keeper following the standard procedure;
10. Ensures all goods purchased and received are of the right quality and quantity;
11. Makes clearance of purchased and donated goods form customs warehouse;
12. Hands over all purchased goods and supplies to the Supplies & GS Manager and ensures all are daily registered, signed and received;
13. Handles petty cash for clearance and other expenses;
14. Facilitate fixed asset repair and maintenance like office equipment, machine…..
15. Assist the Supplies & GS Manager in analyzing requirement of goods in the preparation of APB;
16. Prepare the quarterly and annual   report regarding goods  purchased locally, goods received from donors as well as goods on transit;
17. Performs such other duties and responsibilities as may be assigned by his immediate supervisor.

A. Education :       MBA/MA/BA  in Procurement & Supply mgt  or Materials Management or Supply Chain Management & Grade 3 Driving Licence

B. Work Experience:     2 years for MA/MBA or 4 Years for BA degree after graduation, shall possess an extensive experiences in same or similar position in the NGO sector or donor funded project

C. Skills                          

• Analytical bent of mind; Good team player and team builder;
• Interest and demonstrate potential strong quantitative and qualitative analysis skills, with proven ability to work with financial software packages, such as Sun System, Logistics Management Information system(LMIS);
• Cost-consciousness(CBA) and strong problem-solving and auditing skills,
• Advice on appropriate area of improvement, ability to design new way of doing business in order to ensure adherence to standard requirements; ability to make logical and timely decisions ;
• Excellent report writing and communication skills;
• Other Computer Proficiency in  MS word, EXCEL,  MS-Access etc.;

D. General                        :

• Good team player and willingness to work extra hours;
• Energetic and enthusiastic approach to work and willingness for frequent travel; 

E.  Personality    

•  Supportive and ethical;
• Pleasant and polite attitude at all times; ability to reflect the professional standards;
• Ability to act as part of multi-cultural and multi-disciplinary team;
• Dynamic and highly self -motivated;
• Excellent communicator at all levels;
• Able to work with minimal supervision and ability to withstand pressure

F. Attitude and Values:

• Working knowledge of IPPF and FGAE policies and guidelines and donor requirements;
• Sound knowledge of the Governmental legislatures, Tax laws and CSA requirements;
• A belief in the potential of all people to succeed if given the right support
• Willingness to multi-task and work on own initiative;
• Supportive attitude to working with HIV/AIDS affected Community
• Supportive attitude and committed to client’s rights to access to comprehensive and quality   SRH Service including CAC;