Procurement Officer 68 views

About You:

We want individuals who support our mission of eliminating unsafe abortion by 2030 and who work with us to build an enabling environment to increase access to safe services everywhere. We expect all team members to share our vision and commitment to achieving our mission whilst promoting equality and safeguarding the welfare of all clients and colleagues.

JOB SUMMARY

Under the supervision of the Procurement Manager, the Procurement Officer performs procurement activities from purchase request reception to offer analysis, recommendation, raising a purchase order, to effecting payment and receiving purchased goods. The incumbent may serve as a member of the purchase committee of the section.

DUTIES/TASKS

• Collects quotations from suppliers for purchasing goods, services and works always adhering to the organization’s purchasing rules and ensuring “value for money” by considering price, quality, back-up service, availability.
• Ensures all necessary documents such as purchase requisition, purchase order, invoices, goods receiving note, delivery note, and other store related document as well as any other documents and forms which are in use by MSIE are used and produced as indicated in procurement guideline
• Reviews procurement requests received from centers, Area Offices, Projects and Support Office in accordance with the plan and budget.
• Maintains hard and soft copies of all tender analysis and purchase committee recommendations and hard copies of other relevant documents particularly useful for future reference.
• Maintains and uploads procurement documents on procurement software, updates vendor roster, price list and other procurement data in accordance with MSIE standards.
• Responds adequately and timely to audit queries.
• Prepares monthly reports on local and international procurement, prepare and send weekly progress update to all concerned according to MSIE procurement standards and guidelines.
• Maintains all copies of contract agreements relating to logistics and procurement; follow up the proper implementation of these contracts; notify and advice in writing next actions at least before two months of the expiry of any such contracts.
• Ensures that purchase requests from Departments, Programme Areas/projects are filed properly and classified systematically.
• Checks and verify all purchases and relevant documents are correct in accordance with MSIE procurement guidelines before the final approval.
• Ensures that necessary procurement documents are filed and are accessible when required.
• Prepares bid analysis, follow up purchase orders, participate in market survey and carry out other procurement activities when required or instructed by immediate supervisor.

• Assumes responsibility and oversight of large and complex purchases involving use of Requests for Quotations/Proposals (RFQ/P) or a bidding document. Assists departments with specification development, drafts RFQ/P, serves on evaluation committee, obtains approval
• Receives, examines and processes requisitions; Prepare bid documents, including invitation to bids, tender documents, request for proposal, contract/purchase orders in line with the organization’s policy, procedure, and formats and places orders with appropriate or prequalified bidder(s).
• Represents the division at various meetings with administration, vendors, external agencies, professional organizations, and other groups. Develops and delivers presentations, and training as required
• Reviews and analyses all purchases to ensure justification exists and policy is followed, and award is made to the lowest priced technically responsive bidder
• Resolves problems and protests concerning bid solicitations, contract awards or contract performance as the need arises. Addresses unauthorized purchases. Conveys decisions both verbally and in writing referencing law and policy
• Develops and maintains MSIE Approved Suppliers and Preferred Suppliers Roster
• Develops and maintains an effective working relationship with vendors and fosters relations between suppliers and internal users/departments
• Compares costs and evaluates the quality and suitability of supplies, materials, equipment and services
• Confers with and assists officials of all departments to determine purchasing needs and specifications
• Maintains records electronically on purchase price information on both open market and contract purchases and revises these as conditions change
• Analysis purchasing trends to determine if an agency contract or country wide contract would benefit the Organization
• Assists in the supervision and training of less experienced buying personnel and generally is responsible for the supervision of a procurement assistant
• Trains MSIE staff on purchasing rules and procedures
• analysis vendor terms and conditions and revises to ensure compliance with procurement rules and procedures of the organization
• Coordinates with the requisitioning department to obtain required information and/or documents necessary for processing any procurement
• Ensures the preparation and dissemination of periodic computerized procurement status report to requesting departments and relevant managers
• Maintains current data on vendors performance, price as well as appropriate records
• Makes sure hard and soft copies of all bid analysis & purchase committee recommendation, contracts and hard copies of other relevant documents particularly useful for future reference are maintained
• Monitor and co-ordinate deliveries of items from suppliers to ensure that all items are delivered on time
• Regularly identifies reputable and dependable suppliers in all major categories of goods and services procured by MSIE and make information ready for the procurement Committee further evaluation and recommendation to include those suppliers in the Approved Suppliers Roster
• Monitors Approved/Preferred supplier’s behaviour and recommends exclusion of any misbehaving supplier from the Approved/Preferred Suppliers roster
• Ensures that the requesting units and all other staff are regularly updated on the status of their procurement request
• Perform any other duties as instructed by the Procurement Manager

Qualification Requirements

Education:-

Bachelor of Pharmacy/Master of Pharmacy (MPharma) from an accredited                college or university.

Procurement and Supplies management, Business Management is a plus

Experience

Six/Four years of relevant

Skills, Attitudes and Attributes

• Considerable knowledge of purchasing methods and procedures and of the techniques of specification writing
• Knowledge of government, USAID, DFID and other donor procurement regulations
• Considerable knowledge of methods of analyzing supplies and materials.
• Ability to supervise the work of others in the performance of routine purchasing office duties
• Ability to establish and maintain effective working relationships within the Organization and vendors.
• Strategic oriented
• Commitment to MSI Core Values
• High level of integrity and ethical behavior
• Ability to work under pressure
• Ability to make logical and timely decisions
• Good communication and interpersonal skills
• Pro Choice

Number of Position: (01)

Duty Station: Support Office, Addis Ababa

Type of Employment: Contract for six months