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Procurement Officer

2 weeks ago

Centurion, South Africa Jhpiego Full time

Overview:
The Procurement Officer will support the program and operations teams in undertaking all procurement requirements of Jhpiego programs in South Africa. This includes sourcing, negotiating, purchasing and liaising with a wide variety of vendors/suppliers. The Procurement Officer organizes, manages, and oversees daily implementation of the procurement systems and procedures in accordance with Jhpiego’s Procurement Policies and Procedures Officer or Manuals. The role works closely with the Programs. Finance and Operations staff to ensure timely procurement of goods and services.

**Responsibilities**:
**Procurement**
- Support the entire process in the planning of procurement activities and inventory management.
- Support capacity building and compliance for project staff with operations policies, forms and SOPs
- Manage and maintain and effective coordination, tracking and follow ups of operations between head office and Jhpiego office in Baltimore.
- Lead the development of the consolidated procurement plans and implementation plans.
- Procurement of goods & services for a large-scale organization.
- Establishment of a lead a system for ensuring the strictest level of compliance with Jhpiego and donor procurement practices.
- Lead the implementation of an office culture that stresses the maintenance of sound procurement policies.
- Perform procurement functions including the researching and identification of prospective vendors, soliciting for quotations after activities have been fully approved, negotiating for prices, terms, delivery and after sale services with vendors, raising POs via QuickBooks.
- Follow up with vendors to ensure timely delivery of goods and services.
- Support the implementation of an effective supply distribution system by maintaining clear records and systems for forecasting procurement needs, including expiry dates of existing medical supplies
- Work with Logistics staff to ensure that documentation related to donation/hand over of supplies or equipment to facilities supported by Jhpiego is properly kept.
- Work with Operations staff in ensuring that all office equipment is captured in the inventory as soon as such have been delivered to Jhpiego.
- Provide support to the routine inventory counts as appropriate.
- Maintain and update procurement systems and records ensuring filing of all procurements records.
- Assist in coordinating with Baltimore staff on approvals, shipments, clearing and deliveries to the office.
- Draft and ensure approvals of properly raised Basis for Vendor Selection (BVS).
- Ensure that invoices for vendors are submitted to accounts for timely payment.
- Clear any shipments from customs or any other government body in collaboration with other appropriate staff.
- Conduct routine quality checks of suppliers and vendors; contribute to audits and reviews of office finance and procurement systems.
- Develop a plan for mitigating and managing the risk of fraud and identify and elevate any suspected fraud immediately.
- Provide conceptual analysis (under guidance) in support of service delivery and provide timely analytical input in support of service execution and provided research relevant to service delivery as needed.

**Supplier Database and Contract Management**
- Maintain a supplier database and contracts.
- Conduct vetting of new suppliers.
- Perform risk assessments on potential contracts and agreements ensuring that legal frameworks are met.
- Keep a contract register and ensure standardization of contracts.
- Monitor performance against service level agreements.
- Recommend cost effective measures towards purchasing.

**Relationship Management**
- Maintain strong relationships with internal and external stakeholders to ensure optimal performance.
- Build excellent professional relationships with all suppliers.
- Stay current and up to date on any changes that may affect the supply and demand of needed goods and materials and advise others of any impact.
- Identify the need and propose changes to procurement protocols and SOP’s when necessary and implement and approved changes.

**Other**
- Perform any other tasks assigned within the finance and operations department.

Required Qualifications:

- Bachelor’s degree and 5 to 6 years of directly relevant experience **OR** Diploma and 9 to 10 years in logistics, management, business, supply chain or administrative management.
- Working knowledge of purchasing strategies;
- Database management experience;
- Ability to work with mínimal supervision;
- Self-motivated, proactive with a positive attitude to work;
- Strong interpersonal and negotiation skills;
- Strong organizational, time management and prioritisation skills;
- Ability to be flexible to meet schedule needs and handle frequent unpredictable changes;
- Ability to work in a complex environment with multiple tasks, including major activities, short deadlines and intense pressure to perform;
- Strong analytical, tactical and problem-solving s