Procurement Senior Officer At Bahar Organization

About Bahar:

Bahar Organization is an independent non-profit and non-governmental organization that provides humanitarian aid to vulnerable people without any discrimination in all its forms. BO is operating to respond to the needs and basic requirements of the humanitarian crisis in Syria in the middle of the affected communities caused by the conflict the basic principles of BO’s activities are to enhance the basic living standards of the affected population by delivering humanitarian aid based on the needs.

Purpose of Position:

The Procurement Officer is responsible for executing and supporting procurement activities in accordance with Bahar NGO’s policies and procedures. The role involves managing the procurement process, liaising with vendors, and ensuring that all goods and services are procured efficiently and in compliance with donor and organizational requirements.

Job Duties and Responsibilities:

1. Procurement Process Management

• Execute the full procurement cycle, including market assessments, bid collection, evaluations, and purchase orders/contracts issuance.
• Ensure all procurement activities adhere to Bahar NGO’s procurement policies and donor regulations.
• Coordinate with requestors to ensure proper specifications and timely processing of procurement requests.

2. Vendor Relations

• Maintain an updated vendor database, including vetting, supplier evaluations, and performance tracking.
• Establish and maintain effective communication with suppliers to ensure timely delivery of quality goods and services.
• Assist in negotiating terms and conditions with vendors to achieve value for money.

3. Documentation and Compliance

• Ensure all procurement documentation is complete, accurate, and filed in accordance with internal and donor requirements.
• Verify that all necessary approvals and supporting documents are obtained before proceeding with purchases.
• Assist in preparing procurement reports for internal and donor audits as required.

4. Coordination

• Collaborate with program and logistics teams to align procurement plans with program needs.
• Provide regular updates to the Procurement Coordinator on procurement activities, challenges, and recommendations.

5. Reporting

• Prepare and submit regular updates and reports on procurement activities to the Procurement Coordinator.
• Maintain accurate and comprehensive records of all procurement transactions.

Academic Qualification/s and Professional Experience:

• Bachelor’s degree in supply chain management, Business Administration, or a related field.
• Minimum of 4 years of experience in procurement, in the humanitarian/non-profit sector at least 2 of them in an officer position.
• Strong knowledge of procurement processes, donor compliance, and local market dynamics.
• Fluency in Arabic and English (required); Turkish language proficiency is an big advantage.

Skills and Competencies

• Strong organizational and time management skills.
• Excellent attention to detail and ability to ensure compliance with policies and procedures.
• Strong interpersonal and negotiation skills.
• Proficiency in Microsoft Office Suite and procurement management systems.
• Ability to work under pressure and meet deadlines.

Key Working Relationships

• Internal: Procurement Coordinator, Logistics Team, Program Teams, Finance Department.
• External: Vendors, suppliers, and service providers.

Safeguarding & Ethics:

Bahar is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants, or others, are treated with respect and dignity. We are committed to the core principles regarding the prevention of sexual exploitation and abuse laid out by the UN Secretary-General and IASC. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves professionally, respect local laws and customs, and adhere to the Bahar Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct e-learning courses upon hire and on an annual basis.