Concern Worldwide is a non-governmental, international, humanitarian organisation dedicated to the reduction of suffering and working towards the ultimate elimination of extreme poverty. In Sudan, Concern is working in West Darfur, South & West Kordofan states implementing programmes in Food Security and Livelihoods (FSL), Health and Nutrition, WASH sectors while also responding to emergencies that may arise. For its FSL programme in West Kordofan state, Concern is looking for a full-time Procurement Officer to be based in Khartoum office

Job Purpose:-

The Systems Department is committed to implementing and maintaining the highest standards of efficiency and integrity in service delivery to both internal and external stakeholders. The Systems Department facilitates and manages organizations Procurement, Transport, Warehouse and Assets functions in line with formulated internal frameworks and being compliant with set donor regulations and guidelines. The overriding objective for all Concern Worldwide System’s activity is the prompt and effective provision of materials, goods and services to Concern Worldwides’s beneficiary populations in compliance with donor specifications.

The Procurement Officer will be responsible and accountable for the delivery of goods, services and works in Concern’s office in Khartoum Office. He/she will execute his/her duties in accordance to Concern Worldwide Policies & Procedures and donor guidelines.He/she will effectively and efficiently support procurement systems, processes and activities to deliver quality programing on time in line with organizational strategy , donor requirements  and within allocated budgets.

Main duties and Responsibilities:

Documentation & Compliance:
Ensure that all procurement related activities are well documented, are in compliance to all procurement frameworks and laid down policies and procedures by:

• Ensuring that all Supplies Requests and subsequent documentation are approved in line with the Country Delegation of Authority Matrix.
• Following the right solicitation procedure for different procurement thresholds and filing all procurement related documentation.
• Being responsible for preparing RFQs, etc. for review and approval before sharing with potential vendors.
• Ensuring that the evaluation and selection criteria of vendors/supplier is appropriately executed and documented as outlined in the Procurement policies and procedures.
• Ensuring that the right and appropriate contract is prepared, reviewed and duly approved upon selection of a vendor/supplier.
• Ensuring that all documentation and correspondences arising out of any procurement related transaction is appropriately documented and incorporated in the corresponding procurement file.
• Implementing any outstanding logistics related audit recommendations in liaison with the Logistics Manager.

Reporting & Records Management

Ensure that all procurement records are properly kept and all reports submitted in a timely manner by:

• Maintaining all Procurement files (both hard and electronic copies) in an organized, accurate and up to date manner. (This includes all Purchase Orders, Contracts, Agreements etc.)
• Maintaining and regularly updating supplier database and carry out Market Surveys as directed by Logistics Manager.
• Maintaining and keeping an updated version of the procurement tracker and sharing it with Logistics Manager on a weekly basis.
• Generating any other procurement related reports as may be requested by the Logistics Manager.

Internal & External Business Partnerships:
Ensure that the procurement function works better together with both internal and external stakeholders by:

• Assisting requestors to outline correct item specifications when making supplies request.
• Liaising with the Transport & Warehouse Officer on the procurement pipeline and anticipate dates for receiving commodities.
• Liaising with the Government and Liaisons Officer for HAC approvals relating to Tender advertisements.
• Proactively sharing information with requestors on status of their supplies requests and ensuring that procurement lead times are adhered to across all thresholds.
• Timely and promptly arranging for Procurement Committee Meetings (as and when required).
• Working closely with Program Experts for Technical advice when procuring specialized commodities, services or works.
• In collaboration with the Logistics Manager, support programing teams in the development and close monitoring of procurement plans.
• Preparing accurate and complete Payment Requests (with all supporting documents) and onward submission to Finance Dept. upon System Director’s review and approval.
• Constantly coordinating & liaising with other support functions (HR, Admin, and Finance) to effectively provide support to program implementation.
• Managing procurement related external communications with vendors/suppliers in liaison with the Logistics Manager and (or) Systems Director.

People Management:

Effectively manage the performance of the direct reports by:

• Contributing to the capacity building and career development (Of all staff under supervision) through technical support and on-the-job training and coaching, including in particular a thorough induction at the start of their contract.
• Ensuring that all procurement staff members have accurate job descriptions and that each member of the team fully understands outcomes expected of them, by setting SMART objectives, and that they are aware of the success criteria relating to their work.
• Ensuring that all procurement staff members are aware of and comply with all of Concern’s policies and procedures.
• Monitoring and reviewing performance of procurement staff and holding staff accountable for meeting their success criteria; giving corrective feedback where required and taking decisive action in the case of poor performance.
• Ensuring that work within the team is planned and organised in a way which will meet the organisation’s needs in the most cost effective manner possible; ensuring that team members are given appropriate workloads and are working efficiently.
• Overseeing Leave Planning and monitoring staff attendance.

Capacity Building:  

• Design, plan and implement capacity-building plans for all relevant Concern Sudan staff on key elements of the different components of procurement.

Other:

Actively participate in collective exercises such as preparation or updates of Preparing for Effective Emergency Response (PEER) plan, Security Management Plan (SMP) and other Concern initiatives. 

Take active measures to address equality issues, particularly relating to gender, in program as well as operational activities.

• Ensure the highest stands of accountability through ensuring good communication and information sharing within and outside the organization.
• Be aware of, understand and comply with all of Concern’s policies and procedures (Code of Conduct and its associated policies, finance, logistics, HR, security management etc.).
• Contribute to ongoing security management and planning as necessary.
• Actively participate in any emergency response if called upon to do so (within the existing program area or in a new one)
• Support Field Office procurements for items procured in Khartoum.
• Occasionally have field support visits to offer support as may be required/directed by Logistics Manager.
• Assist the Logistics Manager in conducting special tasks/assignments that may not be related to procurement as and when directed.
• Conduct himself/herself both professionally and personally in such a manner that will not bring disrepute to Concern Worldwide or conduct that may jeopardize Concern’s humanitarian mission.
• Undertake other related duties as may reasonably be assigned by the Logistics Manager.

Emergency Response:

Concern is committed to responding to emergencies efficiently and effectively in order to help affected people meet their basic needs, alleviate suffering and maintain their dignity. To this end, when emergencies strike and Sudan Programme is to respond, all staff are required to actively participate in the response, regardless of location and contribute to the efforts aimed at achieving the humanitarian objective of the organization.

Concern Code of Conduct and its Associated Policies

Concern has an organisational Code of Conduct (CCoC) with three Associated Policies; the Programme Participant Protection Policy (P4), the Child Safeguarding Policy and the Anti-Trafficking in Persons Policy. These have been developed to ensure the maximum protection of programme participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organisation, and the standards of behaviour expected of them. In this context, staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Concern Staff Code of Conduct and Associated Policies as an appendix to their contract of employment. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies.

Other duties

The above duties will be prioritised by the manager in consultation with the post-holder. The post-holder may be asked to re-organise their work to help Concern respond to changes in type or extent of need. This would be done in a way consistent with the purposes of the post and in consultation with the post-holder.

Confidentiality:

Except in the normal duties of work, information relating to the practices and business of Concern Worldwide must not be disclosed to another person or organisation without authorisation.

To apply:

• Please, submit a cover letter ,CV detailing your experience, skills and qualifications, a telephone contact number and two professional references  to  www.sudanjob.net website. 

Concern is an equal opportunity employer. Qualified women candidates are particularly encouraged to apply.

Only short-listed candidates will be contacted for the interview. To find out more about Concern Worldwide visit our website at http://www.concern.net

Closing date 19^th August 2020.

Concern Code of Conduct and its Associated Policies.

Concern has an organisational Code of Conduct (CCoC) with three Associated Policies; the Programme Participant Protection Policy (P4), the Child Safeguarding Policy and the Anti-Trafficking in Persons Policy. These have been developed to ensure the maximum protection of programme participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organisation, and the standards of behaviour expected of them. In this context, staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s

Core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Concern Staff Code of Conduct and Associated Policies as an appendix to their contract of employment. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies

.