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Procurement Officer.
Concern Worldwide

Concern Worldwide is an international humanitarian organization that strives for a world free from poverty, fear, and oppression. We deliver life-saving and life-changing interventions to the world's poorest and most vulnerable people. From rapid emergency response to innovative development programming, we go to the hardest to reach places to make sure that no-one is left behind.


 Section/Unit: Procurement
 Grade Level: Grade D0 to D5 with monthly gross salary of 620 USD to 792 USD based on experience
 No. of Post: 1
 Duty Station: Port Sudan - Read See State
 Duration: 24 month
 Closing Date: 20 June 2024

 
 Background:

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 Systemís activity is the prompt effective provision of materials, goods and services to Concern Worldwide beneficiary populations in compliance with donor specifications.

 

The Procurement Officer will be responsible and accountable for the delivery of goods, services and works in Concernís office in Port Sudan 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.



 
 Duties and responsibilities:

Main duties and responsibilities:

  • Check properly recorded and apporved SR as per the DOA is recevied for procurement
  • Being responsible for preparing RFQs, etc. for review and approval before sharing with potential vendors. 
  • Ensure organization procurement procedure is followed and RFQs are distributed/collected from potential supplies in port Sudan, 
  • Ensure quoted price from supplier is analyised and signed by responible team for supplier idenifiation.
  • Ensuring that the right and appropriate contract is prepared, reviewed and duly approved upon selection of a vendor/supplier.
  • Ensure procurement tracker is updated at all the time and requesting team provided with procurement progress update during the process.
  • Follow supplier deliver items or service or work as per the PO or contract provided. 
  • Ensure complete documents reserved in all the procurement steps and Payment requset (PRF) is prepared for payment 
  • Particiapte in market and price assesement where necessery, take part in prequlifed supplier identification and seletion process.
  • Support Sr. procurement officer as required and cover the role  in the abisence of him 
  • Implementing any outstanding logistics related audit recommendations in liaison with the Logistics Coordinator.

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:
  • Ensure that all Supplies Requests and subsequent documentation are approved in line with the Country Delegation of Authority Matrix.
  • Follow the right solicitation procedure for different procurement thresholds and filing all procurement related documentation.
  • 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 all documentation and correspondences arising out of any procurement related transaction is appropriately documented and incorporated in the corresponding procurement file.
  • Follow and upload all procurement documents to the share point 

Reporting & Records Management

  • Ensure that all procurement records are properly kept and all reports submitted in a timely manner 
  • Maintaining all Procurement files (both hard and electronic copies) in an organized, accurate and up to date manner. (This includes all Purchase Orders, Contracts, and agreements etc.)
  • Maintaining and regularly updating supplier database and carry out Market Surveys as directed by Coordinator.
  • Maintaining and keeping an updated version of the procurement tracker and sharing it with Logistics coordinator 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 Directorís 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 Concernís 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 organisationís 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 Concernís 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 the Senior Procurement Officer.
  • 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 Concernís humanitarian mission.
  • Undertake other related duties as may reasonably be assigned by the Senior Procurement Officer.

 

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.

 


 
 Minimum Qualification, Skills and Experience Required:

Essential

 

  • Bachelorís Degree required, preferably in Procurement, Logistics, Administration or related field with demonstrated experience in Procurement and (or) Administration in Sudan.
  • At least three (3) years of progressive experience with at least two (2) yearsí experience with an International NGO in Procurement.
  • Demonstrated working knowledge and understanding of the Procurement Cycle.
  • Strong computer skills in Word and Excel
  • Strong interpersonal skills and ability to relate well with colleagues across all hierarchy levels
  • Strong Communication (both oral & written) and negotiations skills
  • Fluency in English, knowledge of Arabic is an asset.

 

Desirable

  • Willingness to undertake regular field visits and interact with different stakeholders, especially primary stakeholders
  • Excellent interpersonal and communication skills, facilitation skills and writing skills.

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


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 Concernís

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

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