Responsibilities

Planning and demand forecasting for Procurement of Goods and Services, and Works:

• Provide technical support for timely preparation of procurement plans for HO , RO , CPOs and APs and monitoring of their implementation;
• Ensure the effective use of procurement processes monitoring systems and mechanisms to eliminate long lead time in procurement; elaborate (whenever necessary) of changes in the procurement process
• Maintain high accountability, transparency and compliance to WVI procurement standards, systems, procedures, policies and guidelines.
• Ensure materials and services acquired that meet WVE requirements

Management and Implementation

• Provide support and participate with the SCM Manager to identify potential suppliers available for all major item categories through market research, strategic sourcing and appropriate ways
• Receive Purchase Requisition, Agreements/Proposals, MoU and ToR and critically review them to ensure clear specification, billing string and need by date,
• Carry out procurement activities through planning and forecasting, identification of needs, sourcing and solicitation of offers, evaluation of offers, review and award of contracts. Closely follow up the delivery of goods/services accordingly;
• Prepare distribution list according to the respective purchase requisition and submit all required documents to Warehouse & Distribution to make ready for collection items delivery to central warehouse;

Request Finance for payment and close follow up to ensure that Suppliers/Vendors are paid on-time.

• Acquiring quality materials and services economically from reliable sources.
• Purchasing Materials & services at the best price in compliance with technical specifications.
• Lower the number of errors in an agreed-upon timeframe for deliveries.
• lower the percentage of rejections of goods and the disapproval rate of services
• Transparent and effective procurement procedure.
• Integrity and confidentiality of procurement documents is maintained.
• Reduce audit risks for fraud and misappropriation of funds

Supplier Relationship Management

• Act as a link between the organization and suppliers, customers and government bodies.
• Look for potential suppliers and negotiate the best deal for the organization and maintain good relationship with the suppliers.
• Ensure the organization works with competent and reliable suppliers. In collaboration with procurement manager and procurement committee, evaluate all potential suppliers before entering into supply contracts through site visits and measuring other aspects such as quality assurance, organizational structure and financial stability.
• Integrity and relationship maintained with key suppliers.
• Proper relationship laid with the major influential suppliers
• Enhancing WVE brand/image

Monitoring and Progress Control

• Assist in submission of a procurement reports to Procurement Manager as required.
• Assist in the development of strategic sourcing and contribute to the achievement of those goals.
• Complete procurement of all required goods and services on a timely basis and in an accurate manner;
• Participate in the development of monitoring tools for the procurement unit and work with members of the unit to ensure these tools are used effectively.
• Establish strong contract relationships and ensuring suppliers compliance to those agreement
• Requested budget confirmation of requesters/job owners for planned purchase orders & prepared as per their request & distributed
• Item collected meeting the requirement of the customer.
• Ensure a smooth purchase flow by developing framework agreement with Suppliers/Manufacturers/ Service Providers wherever possible.

Coordination

• Work with internal/external customers and team members to achieve shared goals.
• Share data related to the supplies and defects of goods/services.
• Contribution to projects during planning and specification development stages;

Requirements

Required Professional Qualifications

• BA/BSc in Procurement & Supplies Management , Business Management and other related fields

Required Professional Experience

• 5 years’ experience in handling development & emergency response program procurements in an INGO or organization of similar size and reputation.
• Ability and willingness to change work practices and hours in the event of major emergencies including travelling at short notice and for extended periods of time
• Well organized for order and information management, able to keep filing systems updated to ensure an auditable trail.

Preferred Knowledge And Qualifications

• Post Graduate Diploma in Purchasing and Supplies Management – CIPS, Knowledge of key institutional donors and their compliance requirements in respect of logistics and procurement developed interpersonal and communication skills including influencing and negotiation.

Applicant Types Accepted

Local Applicants Only