Procurement Officer At Habitat for Humanity

This position is primarily responsible for carrying out the purchasing and procurement functions of supplies, construction materials, equipment, and services in compliance with HFH Côte d’Ivoire procurement policies and procedures and as well as donor requirements. The job holder ensures procurement of high-quality and cost-efficient supplies, equipment, and services. The position is also responsible for maintaining purchasing records and facilitating accurate documentation to Finance

DUTIES

• Ensure both annual and project related procurement plans are submitted on timely basis while following the appropriate process and formality and implementing accordingly.
• Ensure that all procurement is conducted in a fair and ethical manner with procurement team members.
• Prepares Contract agreement, contract of service, and detailed bid analysis based on proforma Invoices and prepares Purchase Order in the name of selected supplier as per the approved procurement committee decisions.
• Prepare RFQs, bid documents ensuring they are adequately supported by the required specifications and TORs for procurement of goods, services, and professional consultancy service in accordance with Habitat’s Procurement policy
• Prepare Invitation for Bids and arrange for the publications with the newspapers or other electronic platforms in accordance with Tendering procedures during prequalification process.
• Arrange for Specific Procurement Notices/RFQs to be sent to suppliers who are targeted to respond to specific Procurement Notice.
• Regularly generate and update procurement status report, Keep track of procurement activities, compile procurement documents for proper payment request and subsequent audit trails.
• Lead the Purchase of goods and services in field office level.
• Prepare awards, confirmation of arithmetic error correction in conformity with the requirements of the HFH Côte d’Ivoire procurement processes and guidelines.
• Maintaining and updating database of preferred vendors/suppliers; and update suppliers’ contract performances as per HFH Côte d’Ivoire policy and procedures
• Draft and evaluate bid proposals; solicit and negotiate competitive pricing from vendors including Technical and financial document
• Exercises considerable independent judgment in making purchasing decisions in accordance with HFH Côte d’Ivoire Policies and procedures.
• Files all procurement documents in an orderly manner for control and reference purposes.
• Collect proforma Invoices and presents to the procurement committee for further processing or evaluation.
• Ensures that purchases are made in the best interests of HFH Côte d’Ivoire and the organization gets best value for money.
• Check goods invoices, delivery notes and goods received notes and other papers and payment instruction.
• Conducts regular market surveys to determine the best price for quality goods and services. Analyzes potential vendors and suppliers for future needs of HFH Côte d’Ivoire and evaluates vendor performance and responsiveness.
• Taking minute for any procurement meetings but not participate in decision making.
• Prepare Bid submission form, bid sale form and attendance sheet for bidders and Selling construction and office bid documents for preferred vendors.
• Keep records of purchase order, vendor or supplier agreement and financial documents and submit for payment process
• Ensures all suppliers are Terrorism vetted (Bridger Insight)
• Assist in the proper supply chain management that procured items have been dispatched to their respective destinations and have been acknowledged by the receiving parties.
• Supports the annual budgeting process by costing out items proposed in the budget. Manages the element of procurement within the organizational budget.
• Reviews invoices and all attached documents for payment to ensure accurate, complete documentation and timely payment to vendors by Accounts unit.
• Acts as point person for staff inquiries relating to procurement.
• Lead and manage applications for tax exemptions related to procurements.
• Conduct training for program and other staff on procurement processes and procedures.
• Prepares and manages asset disposition plans as per donor and HFH Côte d’Ivoire regulations.

KEY PERFORMANCE MEASURES / INDICATORS

• Timely procurement of goods(materials) and services
• Compliance with procurement policies and procedures as well as donor/project agreement in terms procurement

QUALIFICATIONS

• Bachelor’s Degree or equivalent in Business Administration, Supply Chain Management, Public Administration, Procurement, or another related field required.
• Diploma in Purchasing and Supplies Management is preferred
• Working experience in Humanitarian organization a plus.

KNOWLEDGE, SKILLS & ABILITIES

Technical skills

• Good communication (speaking and writing) skills in English and French.
• Proficiency with software such as Word, Excel, Access and other data base systems, PowerPoint, Outlook, etc.
• Teamwork, working with different departments
• Proficiency with software such as Word, Excel, Access and other data base systems, PowerPoint, Outlook, etc.
• Teamwork, working with different departments

Analytic skills

• Decision making & problem solving

Interpersonal and Behavioural competencies:

• Have excellent public relations skills.
• Able to relate well to others and use interpersonal skills to achieve desired objectives.

EXPERIENCE

• Minimum four (4) years of direct full-time experience working in a procurement and Logistics position with increasing levels of responsibility.
• Must have knowledge of supply management, customer service, applicable regulations and standards, administration, and management of commodities.
• Knowledge of regulations and requirements of International nongovernmental organization is advantageous.
• Commitment to the mission, vision, and values of Habitat for Humanity Côte d’Ivoire.
• Ability to work independently.

OTHER INFOMATION

• Willing to uphold Christian principles of HFH Cote d’Ivoire.
• Confidentiality
• Honesty
• High level of integrity combined with ability to make bold and timely decisions
• Be flexible to work long and odd hours, including weekends
• Have an interest in learning new environments, duties and tasks