Position title: Officer II, Procurement
Location: Freetown
ChildFund office: Sierra Leone
Manager/Supervisor title: Project Manager
Position type: Full-time fixed term
Work environment: On-site
About ChildFund
ChildFund is a child-focused international development organization that connects children with the people, resources and institutions they need to grow up healthy, educated, skilled and safe, no matter where they are. We work directly in 23 countries, with extended reach to more than 60 countries through our global partnership network.
ChildFund’s Values
We aspire for every person in our organization—program participants, supporters, staff, and volunteers alike—to feel free, safe, and confident to be themselves. In our culture of connection, you will have ample opportunity to grow, learn, and lead while contributing your talents and innovations to our inspiring mission.
ChildFund’s Commitment
ChildFund International has a zero-tolerance policy regarding sexual exploitation, abuse and harassment (SEAH) and all other forms of harm by its staff, partners, and other representatives in the delivery of its mission and services for children. ChildFund is committed to creating a safe environment in the workplace as well as in the communities where it delivers programs and services. ChildFund expects every staff member, partner, and representative to adhere to this commitment and to ensure all organizational policies and standards are followed. This position is subject to a range of vetting checks, including a criminal records check and/or disclosure to ensure program participants are safeguarded.
About This Role
The Procurement Officer should focus upon providing a customer-oriented service to the Programs/Other End users within the ChildFund Structure. The person should be aware that his/her role is critical to the success of the project cycle, and as such should wherever possible deliver a high-quality product in shortest amount of time possible in a completely transparent and accountable way.
The procurement Officer is responsible for all field procurements sent to her/his attention for action
Required Experience and Education
- Graduate, diploma or certificate in procurement or related field.
- 4 years of experience in procurement & supply and skills in procurement
- Computer literate-particularly in Microsoft Office, Word, and Excel
- Responsible attitude and ability to manage resources and mature understanding of the nature of work
- Good decision making, inter-personal, negotiating, organization and analytical skills
- High standard of numeric skills
- Excellent management skills including the capacity to priorities the work
- Ability to understand new approaches and adapt to them if necessary
- Ability to work under pressure
- Trust-proven track record.
- Excellent command of spoken and written English.
Primary Responsibilities
- Develop annual and quarterly project procurement plans working with program teams
- Coordinate the project procurement process
- Manage bid documents
- Support project staff on procurement processes
- File and archive all procurement documents
- Management of complex and large-scale procurements, especially but not limited to tenders.
- Timely and effective procurement of all materials and effective execution of purchase requests,
- Draw up contracts and update vendor files. Ensure that the end dates of all contracts are communicated one month before the due date.
- Identify and establish Preferred Suppler Agreements (PSAs)/Framework agreements for items that will be regularly required.
- Establish and regularly review a Price List for programme supplies
- Assess and get the best price as well as quality of goods and services
- Regularly do an analysis of the local market and advise the team of any change.
- Ensure that weekly/monthly tracking sheets of all purchases are updated daily; Circulate monthly procurement tracking sheets to staff concern in order to have staff informed of the status of their requests;
- Verify the quality, description and the quantity of goods ordered and ensure that goods are transported and thus delivered appropriately
- Liaise with Finance on invoice payments as required to resolve issues and for cash projection purposes.
- Create and maintain a complete and accountable procurement filing system
- Maintain a list of reliable approved suppliers and update as required.
- Any other duty assigned
Required Competencies
ChildFund’s Core Competencies
- Teamwork: the ability to work effectively and collaborate with others; values and respects individual differences.
- Communication: demonstrates empathy and tact when communicating with others and uses a storytelling approach when appropriate.
- Results orientation: gets things done; takes proactive steps to achieve organizational goals and quality standards.
- Decision making: uses good judgement, critical thinking, and non-traditional ways to evaluate problems and opportunities; reflects and innovates to improve decisions and outcomes.
- Resilience: thrives and grows in rapidly changing, demanding, and complex environments.
- Digital literacy: adopts and champions new technology to relevant contexts, stays aware of technological trends and embraces technological solutions to business challenges.
Other Required Competencies
- Organizational Awareness -Contributes to the organization by understanding and aligning actions with the organization’s goals, core functions, needs, and values.
- Innovation-Thinks beyond the confines of traditional models to recognize opportunities and find new and better ways of doing things. Encourages experimentation and accepts failure as a driver of innovation.
- Relationship Building /Partnership -Develops internal and external trusting, professional relationships. Purposefully develop networks to build value through collaboration.
- Good writing and reporting skills
- Previous experience of NGO work
