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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.


 Gross Salary: USD 649 USD 871
 Key Relationships: Internal: Transport & Warehouse Officer, Finance Officer, Government Liaison Officer, Program OfficersProgramme Managers. External: Vendors/Suppliers.
 Supervisor: Logistics Manager
 No. of Post: 2 Positions
 Duty Station: Khartoum
 Closing Date: 20 Jan 2021

 
 Background:

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’sbeneficiary populations in compliance with donor specifications.

 

The procurement officer will be responsible for carry out procurement for Concern Worldwide and ensuring that all procurement is in line with Concern procurmenet procedures, Donor Guidelines and ensures best value for money when sourcing suppliers and serivces for Concern Worldwide. 

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.

 



 
 Duties and responsibilities:

Documentation & Compliance:

  • Ensuring that all Supplies Requests and subsequent documentation are approved in line with the Country Delegation of Authority Matrix.  Following the correct solicitation procedure for different procurement thresholds and filing all procurement related documentation.
  • Oversea the full procurement process for all supplies and services, ensuring that the procurement processes outlined in Concerns International Procurement Guidelines are followed at all time.
  • Ensure that Suppliers Requests (SR’s) are received with full (adequately detailed) specifications of the supplies requested and that all sections of the form are adequately completed.
  • Being responsible for preparing all necessary paperwork, requesting quotations, evaluating quotations and putting LPO’s and contracts in place.
  • Ensuring that the evaluation and selection criteria of vendors/supplier is appropriately executed and documented as outlined in the international procurement manual.
  • Ensuring that the correct and appropriate contract is prepared, reviewed and duly approved upon selection of a vendor/supplier.
  • Ensure that all procurement requests are processed efficiently and timely.
  • Demonstrate full knowledge of the supplier market.
  • Ensure that no unnecessary delays occur during the process of requesting quotations, during the evaluation process or when putting in place a Purchase Order or Contract.
  • Provide punctual feedback to budget holders whenever there might be delays at any point during a procurement process.
  • Oversee the collection and receipt of goods from the suppliers, ensuring that the goods are of the required specifications.
  • Maintain an up to date approved suppliers list.
  • Oversee the routine pre-qualification exercises, ensuring that the full process is followed in accordance with the procurement guidelines.
  • Prepare tender dossiers to an appropriate standard prior to adverting tenders.
  • Efficient management of all documentation and paper trails in the Concern Procurement System.
  • Coordinate the import process and paperwork for items imported by Concern.
  • Brief new staff on the procurement process within Concern Worldwide Sudan.
  • Periodically provide additional training to staff on procurement procedures.
  • Implementing any outstanding logistics related audit recommendations in liaison with the System Director.
  • Perform other duties as assigned by the Supervisor.

 

Reporting& Records Management

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

  • Maintain an up to date Suppliers Request (SR) tracking sheet at all times and send to all budget holders on a weekly basis.
  • Maintaining a filing system in line with Concern procurement procedures.
  • 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.)
  • Ensuring that all documentation and correspondences arising out of any procurement related transaction is appropriately documented and incorporated in the corresponding procurement file.
  • Maintaining and regularly updating supplier database and carry out Market Surveys as directed by Logistics Manager.
  • Generating any other procurement related reports as may be requested by the System Director.

 

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 Managerand 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 allprocurement 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.
  • 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 and System Director.

 

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 Program 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

 

  • Bachelor’s 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) years’ 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.

 

Competencies:

Essential

  • Managing yourself
  • Leadership
  • Communicating and working with others
  • Delivering Results
  • Planning and Decision Making

 

Desirable:

  • Creativity and Innovation
  • Influence, Advocacy and Networking
  • Change Management

 


Notice:

Due to the emergancy need for this position we will start the Screening and shortlisting process during the opening period of this position

 


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

                           

To apply: Please, submit a cover letter ,CV detailing your experience, skills and qualifications, a telephone contact number and two professional references to the www.Sudanjob.net

 

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

 

 








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