Procurement Officer

Job Overview

The Procurement Officer will support the Procurement Coordinator in ensuring efficient, transparent, and cost-effective procurement operations in compliance with organizational policies, donor regulations, and applicable laws. The role focuses on assisting with procurement processes, vendor management, documentation control, and inventory monitoring to ensure uninterrupted program implementation.

Key Duties and Responsibilities

Procurement Process Support

• Assist in reviewing purchase requisitions and purchase orders to ensure completeness, accuracy, and compliance with organizational procurement policies and procedures
• Support the procurement process from requisition to delivery, ensuring proper authorization levels are obtained before processing purchases
• Prepare and issue Requests for Quotations (RFQs), Invitations to Bid (ITBs), and Requests for Proposals (RFPs) under the guidance of the Procurement Coordinator
• Assist in conducting bid opening, tabulation, and evaluation processes in line with procurement regulations and best practices
• Prepare comparative bid analysis summaries for review and approval

Vendor and Supplier Management

• Maintain and regularly update the suppliers' database, including pre-qualification documentation and annual performance reviews
• Assist in conducting market surveys and vendor research to identify reliable and cost-effective suppliers
• Monitor supplier performance to ensure timely delivery, quality compliance, and adherence to contractual terms
• Support resolution of supplier queries and disputes in coordination with the Procurement Coordinator

Inventory and Stock Monitoring

• Monitor stock levels and consumption patterns in coordination with stores/warehouse staff to prevent stock-outs and overstocking
• Assist departments and programs in planning procurement needs based on approved annual procurement plans
• Support periodic inventory counts and reconciliation processes