Senior Procurement Officer

Job Description

GOAL Sierra Leone

Job Description

GOAL Sierra Leone 

EXTERNAL & INTERNAL ADVERTISEMENT 

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 faecal sludge management and promoting social inclusion, empowerment  and the promotion of decent work through systems-based programme approaches and community led  social and behavioral change. 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 undermentioned position: 

assigned  

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 Supply Chain Coordinator 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 stores 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 are 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. 

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

please note that a copy of the application letter must be sent to the: NGO Desk Officer, Ministry of  Labour, New England or emailed to: employmentdesk71@gmail.com 

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: 

1. 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. 
2.  Report any concerns about the welfare of a child or vulnerable adult or any wrongdoings within  our programming area;  
3. 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.  

“FEMALE CANDIDATES ARE STRONGLY ENCOURAGED TO APPLY