Procurement Officer

With 75 years of experience, our focus is on helping the most vulnerable children overcome poverty and experience fullness of life. We help children of all backgrounds, even in the most dangerous places, inspired by our Christian faith.

Come join our 31,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

Employee Contract Type:

Local - Fixed Term Employee (Fixed Term)

Job Description:

PROCUREMENT OFFICER

Purpose of the Position

The Procurement Officer is responsible for supporting the effective, efficient, transparent, and compliant procurement of goods, services, and works in accordance with organizational procurement policies, donor requirements, and best practice supply chain management standards. The position ensures timely sourcing, supplier management, contract administration, procurement planning, risk mitigation, and accurate record keeping supporting project/ programme and operational objectives while achieving value for money.

 

Major Responsibilities

1. Procurement Execution

Key Activities

• Receive incoming Purchase Requisitions (PRs), verify that specifications are complete and clear, conduct sourcing processes where required, update supplier information, and release requisitions for approval.
• Conduct procurement activities in accordance with approved policies, procedures, thresholds, and delegated authority levels.
• Manage Purchase Order (PO) amendments and change requests in collaboration with requesters, budget owners, and suppliers.
• Consolidate procurement documentation and coordinate with Finance for timely supplier payments.
• Ensure procurement transactions are accurately captured and updated within the relevant systems.
• Prepare procurement reports and provide regular status updates on open requisitions, purchase orders, and supplier engagements.

 

2. Planning and Coordination

Key Activities

• Advise internal customers regarding necessary modifications to procurement requests and obtain approvals where required.
• Facilitate timely resolution of issues that may affect procurement lead times or delivery schedules.
• Identify and evaluate alternative sources of supply for goods and services not covered under existing contracts.
• Collaborate with Logistics to ensure safe and timely delivery and receipt of procured items.
• Resolve supplier and delivery-related challenges.
• Provide periodic procurement planning and forecasting reports to management.

3. Supplier Contract and Relationship Management

Key Activities

• Maintain accurate supplier and contract master data records.
• Monitor contract expiry dates and manage renewals, close-outs, extensions, or re-tendering processes.
• Ensure suppliers understand contractual requirements, service expectations, and performance indicators.
• Identify, resolve, or escalate contract management issues.
• Monitor supplier performance and implement improvement plans where necessary.
• Prepare supplier performance and contract management reports.

4. Process, Procedure and Policy Compliance

Key Activities

• Execute procurement activities in line with approved procurement policies, procedures, and donor regulations.
• Advise management on procurement challenges, risks, and process improvement opportunities.
• Gather customer feedback on procurement processes and recommend improvements.
• Review Supply Chain Management systems and procedures of partners and sub-grantees.
• Identify compliance gaps and contribute to capacity-building plans.
• Prepare compliance and assessment reports as required.

5. Control, Risk Management and Compliance

Key Activities

• Conduct supplier due diligence and prequalification processes and maintain supporting records.
• Participate in procurement risk assessments and contribute to risk mitigation plans.
• Maintain complete, accurate, and auditable procurement filing systems.
• Coordinate timely closure of open Purchase Orders.
• Prepare procurement compliance reports and support audit processes.
• Assist in implementing audit recommendations and corrective actions.

Other Competencies and Attributes

• High ethical standards, integrity, and stewardship.
• Strong customer service orientation.
• Ability to work under pressure and meet deadlines.
• Strong interpersonal and teamwork skills.
• Commitment to accountability, transparency, and safeguarding.

Qualifications, Knowledge, Skills and Experience

The following qualifications may be acquired through a combination of formal education, professional training, and relevant experience:

Education

• University Diploma in Procurement, Supply Chain Management, Business Administration, or related field.
• Intermediate CIPS qualification or equivalent professional certification.

Experience

• Minimum of two (2) years' experience in Procurement or Supply Chain Management.
• Experience supporting donor-funded procurement activities is desirable.
• Exposure to FCDO or other donor procurement regulations is an added advantage.

Knowledge and Skills

• Sound knowledge of procurement policies, procedures, and contract management.
• Good analytical, reporting, and documentation skills.
• Proficiency in Microsoft Office applications.
• Excellent communication and interpersonal skills.
• Strong problem-solving and negotiation skills.
• Strong organizational and time-management abilities.
• Ability to maintain confidentiality and handle sensitive information.

Working Environment and Conditions

• Office-based position with periodic field travel.
• Approximately 10% domestic and/or international travel required.
• Participation in an on-call duty roster of up to 25% when required.
• Occasional work outside normal office hours during procurement emergencies or critical operational periods.

Applicant Types Accepted:

Local Applicants Only