Procurement Officer at Ananda Marga Universal Relief Team (AMURT)

Description

The Procurement Officer is responsible for communicating with suppliers and procuring project material and services with guidance from the procurement Manager. She/he will work with procurement manager in soliciting the procurement requirements from suppliers and carry out procurement practice with integrity through fair and open competition. In addition, she/he will demonstrate compliance with applicable requirements (AMURT policies, USAID regulations) and ensure that the technical efforts in procurement adhere to the standard operating procedures and good business practice.

Responsibilities

• Oversee procurement including preparing the quarterly/annual procurement plan, determining procurement requirements, identifying the most appropriate procurement alternative, inspecting goods or verifying services, and monitoring the use and disposition of goods.
• Respond to procurement requests from the program staff related to supplies, materials, and other items for program beneficiaries and activities.
• Issue bid invitations and RFQs.
• Ensure that AMURT and donor-USAID procurement procedures and regulations are followed, particularly that all procurements are:

• Fully and transparently documented through purchase requests, purchase orders, request for quotation, Comparative Statements, Bid Analysis, Invoices and Delivery Reports.
• Done in timely and cost effective manner, and at the best value possible, while maintaining product quality (Value for money)

• Implement procurement tracking log and associated database or other tracking tools as requested.
• Review procurement documentation from program teams and check for accuracy and compliance with AMURT and donor policies and procedures.
• Provide technical support and training on procurement for AMURT program staff, especially for the Procurement and administration Officers.
• When there are procurement delays, develop solutions in consultation with the project team.
• Maintain a database of good, reliable suppliers for different categories of supplies, services, and goods (pre-qualification).
• Maintain a proper procurement filing system for bids and tenders.
• Inform supervisor of all market developments and procurement issues through briefings and
• Support in asset management
• Secretary to the procurement committee
• Prepare tender documents, notices, contract documents and proposals including USAID’s SAM search on vendors
• Participate in Stock taking exercise
• Undertake supplier rating and appraisal and conduct regular market surveys.
• Raise LPO with the Finance Department for payments of goods, services and works procured.

Qualifications

• Minimum five years’ previous experience in a similar position, preferably with an INGO.
• At least a B.A. degree in a relevant field in procurement and supply chain.
• Member of a professional body KISM or CIPS
• Knowledge of USAID procurement procedures and knowledge of federal and AID acquisition regulations is desirable.
• Strong administrative and reporting skills.