Job: Procurement Officer at Heartland Alliance

Essential Duties and Responsibilities

• Under the Supervision of the Procurement & Operations Manager, the incumbent is responsible for procuring, commodities, equipment, furniture, supplies and miscellaneous services in support of the operational requirements of the organization.
• Ensure that all procurement activities are initiated by a procurement requisition form; and that all requests submitted are processed in a timely manner to meet up with the requested delivery date.
• Ensure that the appropriate procurement procedures are followed for all requisitions based on the threshold of the cost involve.
• Assist the Procurement team in the preparation of the orders when needed. Keep a tight control on the numbering of all orders & on the filing system in general.
• Liaise with staff in the field offices in monitoring prices of regularly used materials/items; and provide updates to price listing to program staffs to guide order request preparation.
• Ensure the correct authorization procedures at every step of the procurement process i.e. procurement documents duly signed, budget management, quality control for incoming goods, and payments.
• Help to minimize the organization’s liability exposure by ensuring contracts and purchases meet legal, statutory, policy and procedural compliance.
• Coordinate contract amendment process, ensuring that amendments follow original solicitations and contract statements of work.
• Assist the procurement team to coordinate all phases of contractor selection process. Understand, recommend, and apply the appropriate method of solicitation, evaluating the risk associated with the contract, advertising format, insurance requirements, methods of compensation and other matters concerning procurement.
• Assist in training of HALG staff on procurement related matters.
• Maintain a good relationship with vendors interested in supply of goods and services to HALG.
• Perform other duties as assigned.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or competency required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:

• Minimum of first degree in Procurement and Supply Chain, Logistics, or related field.
• Minimum of  three years work experience in procurement and supply chain management.
• Thorough understanding of Supply Chain Management operational concepts surrounding production planning, inventory control, purchasing, logistics, stockroom operations, and shipping/receiving.
• Ability to work with others, to develop and maintain compatibility among project staff, contractors, and recipients of assistance.
• Ability to negotiate at the highest levels with suppliers.

Other Competencies:

• Time Management – Ability to prioritize tasks, manage time and complete projects in a fast-paced, changing environment with minimal supervision.
• Quality Management – Looks for ways to improve and promote quality; demonstrates accuracy and thoroughness.
• Written Communication – Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; presents numerical data effectively.
• Adaptability – adapts to changes in the work environment; manages competing demands; changes approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events.
• Cultural Sensitivity – Respects cultural environment in which person is working and does not act in a manner that is outwardly offensive to the local community.
• Non-discriminatory- Does not discriminate persons based on sexual orientation or gender identity, age, preferred jobs, or behavioural habits.

Language Skills:

• Excellent oral and written English communication skills.
• Demonstrated competency in public speaking.

Computer Skills:

• Proficiency in Microsoft Office, Internet Explorer, Outlook/Exchange, Windows operating systems, Power Point.
• Other software routinely used by Heartland Alliance.

Work Environment:

• The noise level in the work environment is usually moderate.
• The employee is required to travel regularly to often insecure and limited resource environments.