MAJOR RESPONSIBILITIES:

The role holder will be primarily responsible for the following:
Timely processing & dispatch of purchase orders
Tracking of annual Procurement Plans
Tracking Purchase Requests and Purchase orders
Procurement reports generate and avail relevant procurement reports; PRs progression status, LPO status and goods delivery status with various stakeholders.
Maintenance and updating of the pre-qualified supplier list

SPECIFIC DUTIES:

Procurement;
Oversee project procurement functions to ensure value for money to the organization.
Ensure transparency and integrity in the procurement processes in line with the procurement policies and guidelines.
Consolidate and monitor procurement plans.
Ensure correct implementation of procurement policy and guidelines.
Participate in periodic review and updating of the supplier database which is able to adequately serve business needs.
Learn grants compliance policies specific to individual donors.
Prepare and share monthly reports to inform management decisions.
Provide technical support to staff on procurement and operational processes and rocedures
Prepare sourcing documents in line with the procurement policy and donor regulations.
Prepare contracts, ensuring all approvals are obtained.
Keep proper and an updated filling system for all procurement documents.
Ensure contractual obligations are adhered to by all parties.
Follow up and ensure timely delivery of requested supplies and materials and keep concerned project staff informed on the status of the delivery.
Review and share the weekly procurement tracker.
Timely and accurate submission of all financial documents to the finance department by the stipulated date to ensure Suppliers/service providers’ payments are done in a timely manner.

Operations;
Coordinate and schedule meetings, appointments, and internal/external events to ensure efficient use of time and resources.
Handle a variety of administrative duties, such as filing, data entry, managing correspondence, and creating reports.
Serve as a point of contact, responding to inquiries, relaying information, and maintaining effective communication channels with team members, clients, and vendors.
Assist the line manager with daily administrative tasks, help implement new policies or procedures, and provide support for various projects.
Monitor operational activities, analyze data to identify trends, and propose improvements to enhance efficiency and streamline processes.