The Procurement Specialist will have knowledge and experience in procurement, ethical purchasing, procurement fraud prevention and can act as an expert by developing and advising on supply and logistics including procurement. Working in close collaboration with Programmes teams to procure and support emergency response products and services.
The job description is not intended to be exhaustive and it is likely that duties may be altered from time to time in the light of changing circumstances and after consultation with the post holder.
- Develop the supply and logistics (including procurement) strategy and policy; monitor its implementation at the head office and country offices;
- Develop and improve policies and frameworks for contracting, assets management and vehicle management;
- Improve supply and logistics performance by establishing auditable and practical ways of working;
- Participate in and lead multidisciplinary projects and tender teams;
- Develop processes and frameworks for improving contracting in high value risk procurement in projects;
- Develop processes and frameworks for decreasing the probability of ineligible costs related to the supply and logistics in projects;
- Develop a data base of pre-qualified suppliers for key products and services.
- Provide tools, training and coaching in order to expand the knowledge regarding supply and logistics, commerce and Modern Slavery Act in the UK Offices, field offices and partners.
- Support and advises management on investigating suppliers and assessing the performance of main suppliers per the pertaining of local quality, labour, environmental and corporate social responsibility standards;
- Monitor the supply and logistics process overseeing its legality, efficiency, effectiveness and quality;
- Support and advise staff, managers and purchasers with respect to acquiring suppliers, conditions & contract negotiations, monitoring and evaluation of goods and services;
- Support to departments with their operational and administrative procurement process;
- Support procurement processes and channels for field destined supplies for all Human Appeal Offices and partners.
- Manage the procurement lifecycle for Human Appeal, contracts for services and goods.
- Develop procurement reporting dashboards of potential suppliers and using credible and professional criteria of pre-qualification such as technical capacity, reputation, delivery terms, perceived competence, and quality of services/goods.
- Put in place mechanisms for market analysis and continuous surveys to identify new vendors and current costs.
- Develop comprehensive price lists following categories of commodities available in the market for the benefit of programme concept note and proposal development.
- Ensure international shipments are customs cleared in/out of the country and contracts and other associated documentation with excellent administration and record keeping.
- Work with internal customers, particularly budget holders and Finance, to ensure timely payments to vendors.
- Ensure tax exemptions are processed promptly imported/exported supplies from Human Appeal Offices.
- Ensure and maintain appropriate record keeping for all procurement completed.
- Identify, design, and implement innovative new approaches to conducting business.
- To attend and contribute positively to meetings, conferences and training courses as agreed with the line manager
- Establish and maintain effective working relationships with co-workers, supervisors, managers, directors and other stakeholders.
- Assist in supporting other departments as a business partner as required in order to facilitate the work of the charity.
- Other duties as per the request of the Finance Manager in the interest of the organisation’s objectives.
- To travel nationally and internationally to support Human Appeal Offices and partners.
- To undertake duties as reasonably maybe required of a finance professional.
- Contribute to a positive working environment, in which staff are empowered to do their best.
Qualifications and Requirements
- A dynamic individual with a demonstrated ability to achieve results in a demanding and fast paced environment.
- Minimum of 2 years of relevant experience as a procurement officer with a International NGO, with in-depth experience vis-a-vis the entire procurement lifecycle.
- Other languages desirable: French, Spanish, Urdu, Arabic
- Excellent grasp of NGO/Donor policies and procedures relevant to admin/procurement.
- Experience of developing procurement and logistical supply chain capacity across field locations.
- Experience streamlining and automating procurement processes, including refining processes, developing user-friendly manuals and training programs, and assessing, selecting, and deploying suitable procurement software where applicable and necessary.
- Good communication and negotiation skills.
- Attention to detail and a high awareness of accuracy.
- Solid programmatic, organizational, planning, technical and IT skills (including databases), with a proven ability to work under pressure and solve problems in a fast paced environment.
- Adapt where necessary the monitoring and updating of the procurement plan in coordination with program and supply sections following proposals and concept notes.
- Flexible and adaptable to change.
- You will be a well organised presentable individual who is competitive and committed to targets and deadlines.
How to apply
Please apply before the closing date by sending your CV and covering letter via email to: firstname.lastname@example.org
Note: If you do not hear back from us within four weeks of submitting your application, please assume your application has not progressed to the next stage of the application process.