Summary Statement of Responsibilities:
Procurement Officer is responsible for all procurement processing, procurement documentation and procurement reporting
Responsibilities:
This position reports to Field Supply Chain Manager and will have the following responsibilities:
Responsibility1: Procurement planning
1.1. Makes follow up on preparation of procurement planning
1.2. Checks and ensures accuracy of quarterly procurement plans
1.3. Ensures the FO procurement is done according to the set procurement plan
1.4. Documents hard copies of quarterly procurement plans
Responsibility 2: Procurement processing
2.1 Perform the procurement of the number of categories of goods and service as per IRC and rules and regulation
2.2 Receive purchase requests from SCM, for further processing, and make sure grants and other information are correctly encoded in to the procurement system.
2.3 Issue request for quotation to suppliers / write invitation letter / advertise open tender/as the case may be within the time specified in the agreed procurement lead time table
2.4 Collect quotation from suppliers, and prepare bid analysis summary within the time specified in the agreed procurement lead time.
2.5 Update procurement data base (Prologs) in weekly basis specific to closed purchases and purchases under process and different status.
2.6 Inform to the concerned procurement staff, and submit all necessary VAT reimbursement document from related grants
2.7 Submit data to concerned supply chain staff for those suppliers requiring ATC clearance. Make sure these suppliers are clear for ATC before purchase order is issued or enter in to contractual agreement.
2.8 Make sure that purchase order is issued or contractual agreement is made with selected suppliers; and payment is requested to finance within the time frame specified in the agreed procurement lead time table / procurement guideline.
2.9 Ensure the direct delivery of goods or services to field offices, or to IRC Addis warehouse within the time frame specified in the procurement lead time.
2.10 Properly file your respective closed PR as per IRC filling protocol. Make sure closed PR documents are filed based on each grants.
2.11 Settle all check received from finance within the time frame specified in the financial manual or as per service level agreement between supply chain and Finance.
2.12 Inform to immediate supervisor those purchase requests under process, and to be reported in the monthly commitment, and those to be reported in the cash projection.
2.13 Making sure Asset tag is labelled before those purchased fixed assets are delivered to field offices or handed over to storekeeper; and File is opened and completed, timely submitted to concerned SC staff.
Responsibility 3: Record keeping
3.1. Ensures proper documentation of all procurement documents
3.2. Maintains completed PRs’ files per grant
3.3. Ensures safety of Procurement files and contract documents
Responsibility 4: Staff management
4.1. Ensures that all staff under his supervision has set performance objective
4.2. Ensures that performance evaluation for staff under his supervision has been done timely submitted
Responsibility 5: Reporting
5.1. Prepares PR matrix report on monthly basis
5.2. Prepares commitment reports on monthly basis
5.3. Prepares cash projection on monthly basis
5.4. Prepares BVA reports
Responsibility 6: Sharing other supply chain related assignments with other supply chain staff
6.1. Accomplishes other duties as assigned by the Supply chain manager
6.2. Cooperates with other supply chain staff related to field supply chain activities
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