Senior Procurement Officer

Job Description

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INTERNAL & EXTERNAL 

General Description of GOAL’s Work in Sierra Leone 

GOAL has been present in Sierra Leone since 1999, with an overall aim to contribute to poverty and vulnerability reduction through  the implementation of integrated, multi-sectoral interventions, with a primary focus on improving Reproductive, Maternal, Neonatal,  Child and Adolescent health (RMNCAH) specifically addressing teenage pregnancy. GOAL is also improving rural water supply,  urban WASH focusing on fecal sludge management and promoting social inclusion, empowerment, and the promotion of decent  work through systems-based programme approaches and community led social and behavioral changes. GOAL currently operates  in Western Area Urban (Freetown), Kambia, Bombali, Koinadugu, Moyamba and Kenema Districts, with funding from Irish Aid, Bill & Melinda Gates Foundation, the European Union, Charity: Water and DFID.  

On this note, GOAL Sierra Leone would like to invite well experienced and professional applicants for the replacement  role. 

General Description of the Programme 

GOAL is working with the stakeholders and is focusing on the support to DHMTs and Freetown City Council, Water directorate in  planning and management to improve reproductive health and WASH outcomes. 

GOAL Sierra Leone is delivering programmes in 6 districts particularly in WASH, Adolescent sexual reproductive health, health system strengthening and inclusion. In Freetown and Kenema, GOAL implements WASH programming (FSM project utilising the  systems approach in Freetown funded under Gates Foundation & Irish Aid and rural WASH with a focus on sanitation marketing,  water points sustainability in Kenema funded under CW and IA).  

In Freetown, Kenema, Kambia, Bombali, Koinadugu and Moyamba GOAL is implementing health system strengthening including  clinical mentorship pilot in Kenema funded by DFID and Irish Aid and an Inclusion Programme focusing on the promotion of decent  work through advocacy particularly on the situation of informal sector workers, anti-human trafficking and child labour in collaboration  with the World hope International and Sierra Leone Labour Congress funded by the European Union.  

Overview of the role 

The Senior Procurement officer is responsible for ensuring all standard GOAL procurement policies and procedures are strictly  adhered to. The SPO will oversee all procurements for the GOAL program team in receiving and servicing their orders for  implementation. This involves liaising with departmental heads to ensure orders for goods, setting up and managing service contracts  are completed on-time in support of their respective program. 

The Senior Procurement officer will work under the supervision of the Procurement Manager and will work in close cooperation  with program, finance, audit and logistics departments.

Main responsibilities :

➢ Responsible for procurement activities of GOAL adhering at all times to the organization’s purchasing rules. Ensure “value for  money” by considering price, quality, back-up service, availability etc. and maintenance of related computerized records.  ➢ Ensure all necessary documents such as Goods-in Docket, Delivery Docket, Store related documents, purchase requests as  well as any other documents & forms which are in use by GOAL are used and produced as indicated in purchasing manual and  procurement chart. 

➢ Receive and review procurement requests in accordance with the program procurement plans and budgets. Enquire immediately  or return to the requester if the purchase requests are not clearly specified with budget details or need any further clarifications.

➢ In charge of all procurements related to Health, Wash and Inclusion program from order receiving to delivery/ completion of  procurement cycle. 

➢ Maintain soft and hard copies of all tender analysis & procurement committee recommendations.

➢ Maintain & check on a weekly basis that the Order tracking System (OTS) is updated with the current status of each  procurement. 

➢ Respond adequately and timely to audit queries. 

➢ Maintain all copies of contract agreements, ensure the proper implementation of these contracts; notify and advice in writing next actions at least before two months of the expiry of any such contracts. 

➢ Work closely with the store’s unit alerting them of the supply pipeline and issue copies of the POs for them to verify with the  vendor supplies 

➢ Alert requestors on the projected lead time on their purchase requests and inform them when the goods requested are delivered for them to verify and confirm on the specifications. 

➢ Share draft contracts with requestors for review and inform requestors when contracts have been signed off and conduct  contractor inception meetings with the requestor. 

➢ Ensure that purchase requests from departments, program areas/projects are filed on the shared drive properly and classified  systematically. 

➢ Check and verify all purchase & relevant documents are correct in accordance with GOAL procurement guidelines before the  final approval. 

➢ Ensure that the payment request forms (PRFs) properly capture the Withholding (WHT), NHI and GST taxes.

➢ Follow up on aged invoices and ensure proper reconciliation with complete documentation.  

➢ Ensure that necessary procurement documents are filed and are accessible when required. This includes filing and archiving on the procurement shared drive of all procurement files following the proper file naming protocol. 

➢ Prepare bid analysis, follow up purchase orders, and participate in market surveys. 

➢ Perform order related duties as assigned by the procurement manager  

Compliance Issues 

➢ Familiarize self to GOAL Donor Compliance requirements and understand the terms and conditions of each donor and comply  with the same. 

Mainstreaming Issues 

➢ The employee must read, understand, and implement, according to area of responsibility, GOAL’s policies, and procedures on  mainstreaming of Gender, HIV/AIDS, and Child Protection. 

Safeguarding :

➢ Maintain safe working environment for all staff/beneficiaries. 

➢ Ensure risk mitigation measures are in place and adhered to. 

➢ Ensure staff/beneficiaries fully understand Safeguarding reporting procedures. 

➢ Ensure Safeguarding measures are implemented within areas of responsibilities 

➢ Ensure do-no-harm to children and vulnerable adult we meet. 

➢ Follow-up, and address, Safeguarding issues appropriately. 

Requirements (Person Specification) :

➢ Degree in Business Administration / Procurement and supply management or related field. 

➢ 5 years’ experience working with INGOs in procurement management for humanitarian programs

➢ Familiar with donor guidelines; USAID/OFDA, DFID, EU, IA, etc. 

➢ Management and team building skills. 

➢ Attention to details 

➢ High integrity and transparency on procurement procedures

➢ Able to work with minimum supervision 

➢ Good computer skills, including familiarity with Microsoft Word and Excel and excellent database management skills Essential 

➢ Self-initiative and able to follow through on tasks from inception to completion 

➢ Computer literate with proficiency in Microsoft Excel ,Word and Power Point 

➢ Fluent in written and spoken English and Krio 

Desirable 

➢ Excellent inter-personal skills with people from different backgrounds, businesses, and education levels

➢ General understanding and ability to recognize quality, durability, and value 

➢ Well versed in process and procedure adherence to ensure procurement compliance. 

Only short-listed candidates will be contacted. 

A commitment to GOAL values and GOAL’s integrity framework is critical to working with GOAL. Any candidate offered a job with GOAL will be expected to adhere to the following key areas of accountability:  

➢ Comply with GOAL’s policies and procedures with respect to safeguarding, code of conduct, health and safety,  confidentiality, do no harm principles and unacceptable behaviour protocols.  

➢ Report any concerns about the welfare of a child or vulnerable adult or any wrongdoings within our programming area; 

➢ Report any concerns about inappropriate behaviour of a GOAL staff or partner. 

Children and vulnerable adults who come into contact with GOAL as a result of our activities must be safeguarded to the  maximum possible extent from deliberate or inadvertent actions and failings that place them at risk of abuse, sexual  exploitation, injury and any other harm. One of the ways that GOAL shows this on-going commitment to safeguarding is to  include rigorous background and reference checks in the selection process for all candidates. 

GOAL provides equal opportunity in employment and prohibits discrimination in employment on the basis of race, sex, colour, religion,  sexual orientation, age, marital status, or disability.  

If you have these skills and interested in joining our committed and dynamic Logistics / Procurement Team, please send your  cover letter and up-to-date CV to jobs@sl.goal.ie. on or before 5:30 pm – 27th November, 2024 

“FEMALE CANDIDATES ARE STRONGLY ENCOURAGED TO APPLY”