Procurement Officer

BROAD STATEMENT OF FUNCTION

The Procurement Officer is responsible for supporting the effective, efficient and accountable management of procurement activities to meet the AHA Centre's operational, programme and emergency response requirements. The position promotes procurement practices that ensure compliance, transparency, fairness, integrity and value for money.

The Procurement Officer shall:

- Procurement Planning and Compliance - Ensure effective procurement planning and compliance with applicable procurement policies, procedures, donor requirements and internal controls.
- Tendering, Evaluation and Contract Award - Manage competitive procurement processes to ensure fairness, transparency, efficiency and value for money in the procurement of goods, works and services.
- Contract Administration and Supplier Management - Support effective contract administration and supplier management to ensure satisfactory performance, timely delivery and compliance with contractual obligations.
- Emergency and Humanitarian Procurement - Facilitate timely and responsive procurement support for disaster preparedness, emergency response and humanitarian operations.
- Procurement Systems, Reporting and Continuous Improvement - Contribute to strengthening the AHA Centre's procurement systems, procedures and practices to improve operational efficiency, accountability and service quality.
- Supervision, Coordination and Advisory Support - Provide professional procurement guidance, supervision and coordination to ensure effective collaboration and responsive procurement services across the organisation.

PRIMARY RESPONSIBILITIES

A. Procurement Planning and Compliance

- Develop, consolidate and regularly update procurement plans in coordination with relevant divisions, programmes and projects, ensuring alignment with operational priorities, approved budgets and implementation schedules.
- Review procurement requests, technical specifications, terms of reference and supporting documentation to ensure completeness, appropriateness and compliance with applicable requirements.
- Advise requesting units on procurement methods, market conditions, procurement timelines and evaluation criteria to support effective planning and decision-making.
- Ensure procurement activities comply with the AHA Centre's procurement policies and procedures, applicable donor requirements, established internal controls and approved delegation of authority.
- Identify, assess and report procurement risks, potential conflicts of interest, irregularities and non-compliance, and recommend appropriate corrective or preventive measures.
- Maintain complete and accurate procurement documentation and support internal and external audits, including follow-up on relevant findings and recommendations.

B. Tendering, Evaluation and Contract Award

- Manage and coordinate procurement processes, including sourcing, solicitation, tendering, evaluation support, negotiations and contract award.
- Prepare and review procurement documents, including Requests for Quotations (RFQs), Invitations to Bid (ITBs), Requests for Proposals (RFPs), technical specifications, terms of reference and evaluation criteria.
- Conduct market research, supplier assessments, price comparisons and commercial analyses to support competitive procurement and value-for-money decisions.
- Serve as secretary to Tender and Evaluation Committees, coordinating meetings, maintaining evaluation records and supporting objective, fair and transparent evaluation processes.
- Prepare bid comparison reports, procurement evaluation reports and contract award recommendations for review and approval by authorised officials.
- Coordinate supplier communications, clarifications and negotiations in accordance with approved procurement procedures, ensuring fairness, confidentiality and appropriate documentation.

C. Contract Administration and Supplier Management

- Coordinate the preparation, review and administration of procurement contracts, purchase orders and related agreements in accordance with approved procurement decisions and contractual requirements.
- Maintain accurate and up-to-date contract records, including contract values, deliverables, milestones, payment schedules, amendments and expiry dates.
- Monitor contractual obligations, supplier performance and delivery schedules in coordination with requesting units and contract owners, and recommend corrective action where necessary.
- Review and coordinate contract amendments, extensions and variations, ensuring proper justification, documentation and approval.
- Develop and maintain a reliable supplier database, conduct supplier due diligence and evaluate supplier performance to support effective and competitive procurement.
- Identify and support the resolution of contractual issues, supplier-related risks and performance concerns in consultation with relevant stakeholders.

D. Emergency and Humanitarian Procurement

- Coordinate procurement requirements for disaster preparedness, emergency response and humanitarian operations to support the timely availability of required goods and services.
- Facilitate urgent procurement in accordance with applicable emergency procurement procedures, maintaining transparency, accountability and appropriate documentation.
- Identify reliable suppliers, assess market availability and delivery capabilities, and recommend practical procurement solutions to meet time-sensitive operational requirements.

E. Procurement Systems, Reporting and Continuous Improvement

- Maintain accurate procurement records, tracking systems and management reports to support procurement monitoring, decision-making and accountability.
- Utilise and support the effective implementation of the AHA Centre's Enterprise Resource Planning (ERP) system and other approved procurement management tools.
- Support the regular review, updating and improvement of the AHA Centre's Procurement Manual, Standard Operating Procedures (SOPs), procurement guidelines, templates and related documentation, taking into account operational requirements, audit recommendations and relevant good practices.
- Identify gaps, inefficiencies and areas for improvement in procurement processes, systems and internal controls, and recommend practical measures to enhance efficiency, compliance and service delivery.
- Contribute to the development, enhancement and implementation of electronic procurement systems, ERP workflows, standardised templates and procurement monitoring tools in coordination with relevant divisions.
- Support the implementation of procurement-related audit recommendations, management decisions and lessons learned to strengthen procurement practices and institutional accountability.
- Provide guidance and support to staff on updated procurement policies, procedures, systems and tools to promote consistent understanding and application across the organisation.

F. Supervision, Coordination and Advisory Support

- Supervise, guide and support the Procurement Assistant, ensuring the quality, accuracy and timely completion of assigned tasks.
- Coordinate with relevant divisions, programmes and projects to understand procurement requirements and facilitate timely and effective procurement services.
- Provide professional procurement advice and technical support to staff and management on procurement procedures, requirements and related matters.
- Contribute to staff capacity building and knowledge sharing to strengthen procurement understanding, compliance and operational effectiveness.
- Perform other relevant duties as assigned by the Human Resources and Administration Manager or Director of Corporate Affairs, consistent with the responsibilities of the position.

Requirements

JOB QUALIFICATIONS REQUIREMENTS

Education

- A bachelor's degree in Procurement, Supply Chain Management, Business Administration, Finance, Economics, Logistics, Engineering or another relevant field.
- A master's degree in a relevant field or a recognised professional procurement qualification, such as certification from the Chartered Institute of Procurement & Supply (CIPS) or an equivalent qualification, would be an advantage.

Professional Experience

Essential Requirements

- A minimum of five (5) years of progressively responsible professional experience in procurement, including procurement planning, sourcing, competitive tendering, bid evaluation, supplier management and contract administration.
- Demonstrated experience in preparing procurement documents, conducting price and cost analyses, evaluating supplier proposals and preparing procurement recommendations.
- Practical experience in applying procurement policies, procedures, internal controls and ethical procurement practices.
- Experience in contract administration, supplier performance monitoring and procurement reporting.
- Experience using Microsoft Office applications, particularly Microsoft Excel, for procurement analysis, planning, monitoring and reporting.

Desirable Experience

- Experience in procurement within international organisations, development agencies, NGOs, donor-funded projects or the private sector.
- Familiarity with procurement procedures and requirements of bilateral or multilateral donors, UN agencies or international development organisations.
- Experience in procurement for humanitarian assistance, disaster management or emergency response operations.
- Experience using ERP systems, electronic procurement platforms or other procurement management systems.
- Experience contributing to the review and improvement of procurement manuals, policies, procedures, workflows or management systems.
- Experience supervising or providing technical guidance to junior procurement personnel.

Core competency

- Job knowledge and technical skills: Ability to respond to specific technical questions relating to the job;
- Teamwork: Ability to build trust and respect among fellow team members and contribute to the resolution of workplace conflict;
- Communications and interpersonal skills: Ability to express thoughts clearly, accurately and succinctly in verbal and in writing to different audiences, and ability to relate well with others and to maintain relations with cordiality and diplomacy;
- Organisational awareness: Ability to align thinking and actions to organisational values;
- Flexibility and adaptability: Ability to respond positively to change and new organisational practices, structures, procedures and technology;
- Planning and organising: Ability to establish a coherent course of action to achieve goals, ability to translate plans into actions, organise work, monitor & review outcomes, and communicate the results clearly both orally and in writing;
- Effective problem-solving and decision-making skills: Ability to use sound judgment and initiative, develop options and achieve outcomes;
- Personal credibility: Has high regard for self-discipline, good attendance record, respects punctuality and sets an example to others, shows consistency in words and actions;
- Ability to work in a multi ‐ cultural setting: Ability to interact effectively with people from different cultures.

Technical Competency

- Sound knowledge in vendor sourcing practices (researching, evaluating and liaising with vendors);
- Understanding of supply chain procedures;
- Solid analytical skills, with the ability to create financial reports and conduct cost analyses;