Procurement Officer at The Science for Africa Foundation

PRINCIPAL DUTIES AND RESPONSIBILITIES

Procurement Policies and Procedures

• Assist in reviewing and updating the SFA Foundation procurement policy.
• Support the development of Standard Operating Procedures (SOPs) and workflows.
• Conduct sensitisation sessions for SFA Foundation staff to ensure understanding of the procurement policy.
• Ensure proper constitution of ad hoc procurement committees for timely and consistent decision-making.

Supplier / Vendor management

• Maintain positive relationships with SFA Foundation suppliers.
• Manage the selection and registration of suppliers in the organization’s system.
• Participate in the prequalification process for suppliers.
• Implement the Approved Vendor List and conduct supplier performance appraisals.
• Address supplier queries and complaints, escalating issues when necessary.
• Ensure timely approval and support for submitted invoices.

Tender Process Management

• Develop tender documents and obtain necessary approvals.
• Advertise and receive proposals, formulating ad hoc committees when required.
• Conduct tender analysis, monitoring, and reporting for competitive cost analysis.
• Lead tender negotiations with selected bidders and debrief unsuccessful bidders.
• Coordinate the implementation of tender committee recommendations and decisions

Sourcing

• Review and act on requisitions from users promptly.
• Identify and contact required vendors for RFQs, RFP, and EOI submissions.
• Conduct market surveys for cost-effective proposals and day-to-day operations.
• Provide guidance to users on the appropriate procurement methods as per the procurement policy.
• Prepare bid analysis reports and lead negotiations with selected bidders.
• Handle goods and works receipt, inspection, and acceptance.
• Provide feedback to vendors.

Contracts Administration

• Seeking approval for fully reviewed contract as per the contract approval workflow. 
• Sharing contracts with vendors for execution. 
• Processing of Local Purchase orders (LPOs) in the procurement system (NetSuite) and sharing fully approved LPOs to vendors to facilitate delivery. 
• Enforce service agreements with vendors and ensure timely renewals and terminations.

Risk Management  

• Identification of potential risks / red flags to the SFA Foundation and escalating to the relevant oversight authority. 
• Ensure implementation of approval matrix as provided by the policy and ensure segregation of duties. 
• Supporting internal and external audits of the procurement processes and implementing audit recommendations.

Procurement Training

• Collaborate with the Procurement Manager to identify the procurement training needs.
• Conduct induction of new staff.
• Sensitisation of staff on provisions in the procurement policy and SOPs.

Reporting

• Assist in preparing quarterly procurement reports and ad hoc reports as needed.

Filing

• Maintain proper filing of fully executed contracts, LPOs, invoices, and procurement documents in the Document Management System (DMS).

Invoice Management

• Follow up on invoices from vendors and reconcile vendor statements.
• Facilitate VAT exemption application process by obtaining Tax Compliance Certificates and ETR receipts.
• Generate Goods Received Note (GRN) and perform a three-way match for finance payment.

Asset disposal

• Provide technical guidance and prepare reports on asset disposal activities.
• Guide on cost-effective asset disposal methods in accordance with policies and regulations.

System Implementation and Support

• Support users in the implementation of the Procurement System (NetSuite) and escalate issues to the Procurement Manager.
• Conduct training for users on the procurement system and ensure continuous improvement of the system.

PERSON SPECIFICATIONS

Qualifications – Academic and Professional

• A minimum of a bachelor’s degree in business administration, supply chain management, or related field from a recognized institution.

Experience 

• A minimum of Five (5) years of relevant experience. 

Knowledge, Skills and Attributes

• Must have a high level of integrity.
• Must understand and demonstrate the Foundation’s values such as respect, accountability, excellence, diversity and inclusion. 
• Must demonstrate the ability to build strategic relationships.
• Must be an effective communicator and have excellent problem-solving skills.
• Must be a critical thinker and innovative.
• Must demonstrate the ability to make decisions, plan, organise and manage work.
• Must have a high level of adaptability, engagement readiness and fast thinking.
• Must have the capability to initiate action and be keen on quality.
• Must be attentive to details.
• Must demonstrate the ability to collaborate and build trust with others.