Procurement Officer

Procurement

• Execute procurement activities in line with Pathfinder International’s approved guidelines and procedures to ensure compliance and efficiency.

• Maintain and update the supplier database regularly to ensure a reliable source of information for current and potential suppliers.

• Maintain and share a weekly procurement tracker that details the status of requested items and their expected delivery dates.

• Organize the collection of the required number of quotations for all relevant procurement activities to ensure competitive pricing and compliance.

• Ensure timely payment to suppliers according to contract terms and provide proof of payment. Compile payment files and coordinate with the Finance and Administration Manager for checks before final submission to budget holders and finance for processing.

• Manage relationships with suppliers, ensuring goods and services are delivered on time and meet required standards. Follow up with suppliers as necessary and liaise with finance to resolve any payment-related issues.

• Maintain a well-organized filing system for all procurement documents to facilitate easy reference and audit purposes.

• Adhere to all Pathfinder International policies, including child protection, code of conduct, fraud prevention, health and safety, and equal opportunities.

• Serve as secretary to the local procurement committee

Contracting

• Provide advice on contract allocation to budget holders.

• Organize procurement committee meetings, document decisions, and draft purchase orders (POs) based on committee proceedings for managerial review and approval.

• Ensure all supplier contracts clearly outline payment terms, timelines, and conditions. Manage contracts from initiation to completion, ensuring compliance with Pathfinder International policies.

• Carry out any other procurement-related duties as assigned by the line manager, in line with job responsibilities and development plans

• Bachelor’s degree in Procurement/Logistics, Supply Chain Management, Business Administration, Accounting or related field.

• Professional certification in Procurement or Logistics (e,g CIPS, CILT) is an added advantage.

• Minimum of 5 years proven experience in procurement, logistics, supply chain management, or related roles in INGOs.

• Familiarity with FCDO regulations and compliance requirements is a plus

Minimally Required Job-Specific Competencies:

• Communication: Excellent communication and interpersonal skills for supplier and stakeholder engagement.

• Working under Pressure: Ability to work under pressure and meet tight deadlines.

• Attention to Detail: High attention to detail and accuracy in managing contracts and financial transactions.

• Negotiation: Strong negotiation, contract management, and supplier relationship skills.

• Problem Solving: Excellent analytical and problem-solving abilities.

• Minimally Required Organizational Competencies:

• Software Applications: Advanced knowledge of MS Excel, PowerPoint, Word, and Outlook.

• Organization culture: Proven experience of working in matrix organizations.

• Self-Leadership: Must be organized, dependable, results oriented and able to work independently and achieve results, with very minimal supervision