Assistant Procurement Officer at Frontier Counties Development Council (FCDC)

The Assistant Procurement Officer will support the FCDC finance and admin manager in the following tasks and activities:

Procurement Planning

• Assist in developing and maintaining the program’s procurement plan.
• Help identify the procurement needs in collaboration with program staff and stakeholders.
• Ensure that procurement activities are aligned with the program’s goals and timelines.

Procurement Process

• Assist in preparing and issuing requests for quotations (RFQs), requests for proposals (RFPs), and invitations to bid.
• Support the evaluation of bids and proposals, ensuring compliance with procurement policies.
• Help prepare purchase orders and contracts for the acquisition of goods and services.

Supplier Management

• Assist in identifying and evaluating potential suppliers and vendors.
• Maintain a database of approved suppliers and vendors.
• Support the management of supplier relationships to ensure the quality and reliability of goods and services.

Documentation and Compliance

• Ensure that all procurement documentation is complete, accurate, and properly filed.
• Support the maintenance of procurement records for auditing and reporting purposes.
• Assist in ensuring compliance with organizational and donor procurement policies and procedures.

Logistics and Coordination

• Coordinate the delivery and distribution of goods and services to program sites.
• Assist in managing inventory and tracking the movement of goods.
• Support the resolution of any issues related to procurement and logistics.

Key Deliverables

• Updated procurement plans and schedules.
• Accurate and complete procurement documentation and records.
• Timely and efficient procurement of goods and services.
• Effective supplier and vendor management.
• Compliance with procurement policies and procedures.

Qualifications and Experience

Education

• Degree: A bachelor’s degree in supply chain management, logistics, procurement, or a related field

Skills

• Organizational Skills: Ability to manage multiple tasks, prioritize effectively, and ensure timely procurement processes.
• Communication Skills: Strong verbal and written communication skills
• Analytical Skills: Ability to analyze market trends, pricing, and supplier performance to make informed procurement decisions.
• Technical Skills: Proficiency in procurement software and tools and general office software (e.g., Microsoft Office).
• Attention to Detail: Ensuring accuracy in purchase orders, contracts, and documentation.
• Negotiation Skills: Ability to negotiate favorable terms and prices with suppliers.

Experience

Work Experience:

• At least 3 years of previous experience in procurement, purchasing, or a related role is required.
• Industry-Specific Experience: Experience in the food security sector can be advantageous.

Certifications (added advantage)

• Procurement Certifications: Certifications such as Certified Professional in Supply Management (CPSM), Certified Purchasing Professional (CPP),
• Supply Chain Certifications: Certified Supply Chain Professional (CSCP) or Certified in Production and Inventory Management (CPIM) can also be beneficial.

Technical Knowledge

• Procurement Processes: Understanding procurement processes, sourcing strategies, and supplier management.
• Contract Management: Knowledge of contract terms, conditions, and negotiation strategies.
• Compliance and Ethics: Awareness of procurement regulations, ethical standards, and compliance requirements.

Personal Attributes

• Problem-Solving: Ability to identify issues and develop solutions to procurement challenges.
• Interpersonal Skills: Ability to work collaboratively with suppliers, internal teams, and stakeholders.
• Adaptability: Flexibility to handle changing priorities and work in a fast-paced environment.
• Teamwork: Ability to support senior procurement officers and work effectively within a team.