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Procurement:

• With support from the supply chain manager, seek for procurement and logistical support for effective emergency support.
• Ensure that the procurement guidelines, threshold and documentation are strictly adhered to as of Save the Children and emergency response guidelines.
• Receive and process transaction invoices and load them in ProSave for onward submission to finance. All submitted Invoices MUST be error free.
• He/she shall ensure daily review of the rejected invoices folder for quick redress.
• Support the buying process through issuance of quotation requests to respective providers, Preparation of Competitive Bids Analysis (CBAs) and Purchase orders to the Best evaluated bidder.
• Guarantee timely and cost-efficient execution of all Purchase Requests received, and delivery of the goods requested in the correct quality and quantity for the best possible price.
• Source locally. Widely efficiently and effectively to ensure value for money for all sourcing activities in line with the organizations core values, strategic goals and objectives and donor rules.
• Prepare and file all records relating to the procurements undertake for each week in a procurement file, including all waivers, CBAs for future audit exercises.
• Support and take part in the vendor due diligence exercises before contracting to ensure the right vendors are onboarded and/or contracted.
• Setup on vendor contracts in Prosave and support the amendments and closure of any contracts when need arises.
• Ensure weekly reporting to the supply chain coordinator on all procurements undertaken for the with clear statuses, and risks if any plus recommended actions.
• Maintain an up-to-date database of pre-qualified suppliers for Emergency field office and ensure that all suppliers follow ethical business practises.
• Initiating and keeping track of the order placement processes to ensure timely delivery of service and goods
• Ensure that all the suppliers are paid in time in coordination with the Finance department.
• Guide staff members on proper procurement documentation and keep track of all procurement databases.

Additional job responsibilities

The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience