Procurement Officer job at USAID-funded Orphans and Vulnerable Children North East Activity | Apply Now

KEY DUTIES AND RESPONSIBILITIES:

Procurement and Supply Chain Management:

• Receive and check for clarity and approval of all procurement requests from various departments.

• Ascertain specifications, budget codes and appropriate authorization on procurements.

• Foster and manage all relationships with vendors and service providers and ensure compliance with the terms of their contracts or service agreements.

• Support the field offices on time ensuring that all the procurements are conducted as per the approved procurement plans, and donor

• Participate in tender evaluations and present the reports to the Procurement Committee for review and recommendation of award of orders or contracts.

• Responsible for conducting supplier sourcing as a way of identifying credible vendors in a pre-qualified supplier database to transact with UWESO in a transparent, competitive and fair manner.

• Support in tendering processes by issuing bids to interested bidders.

• Regular follow-up of purchase orders (PO) with suppliers to ensure timely delivery of supplies and services.

• Proactively track all orders issued out to vendors and ensure deliveries are made within the shortest time possible.

• Provide regular feedback to all requesters on the status of their procurement requisitions and delivery timelines upon order placement.

• Liaise with the finance department to administer the final payments to vendors in line with the terms and conditions outlined in the PO.

• Carry out market surveys in accordance with the UWESO policy guidelines.

• Organize the relevant information/documents to be used in both the Evaluation and Procurement committee meetings then take and file minutes as required by UWESO procurement guidelines.

• Provide technical support to user departments in specification development and contract management in line with UWESO procurement policy guidelines.

Reporting and Documentation:

• Review and update the procurement tracker, to keep the program teams informed of the status of their procurements in the sourcing pipeline.

• Maintain the filing system of all procurements and maintain a good record of all procurements

• Ensuring a proper filing system through the use of the e-filling system for all procurement-related documents.

• Maintain a valid and updated contract tracker.

• Establish and document the supplier’s service delivery given the user’s remarks for future reference then prepare documents for payments to suppliers and verify with the users as per the procurement manual.

• Maintain correspondence and constant contact with suppliers to follow up on the execution of contractual terms and conditions, and handle issues if needed. Monitor and report on supplier performance, noting current and/or potential issues and/or inefficiencies and assist with contract/purchase order modifications.

• Accountable for transparency within the procurement department by ensuring a complete, accurate and up-to-date document trail of all procurement processes, vendor files, procurement, and inventory databases to assist with control and accountability. Prepare reports and facilitate document retrieval.