Procurement Officer

Detailed Job Description

• Oversee the development and implementation of procurement, warehousing, and distribution strategies, and suggest recommendations as needed to ensure the success and compliance of all procurement-related activities.
• Prepare, update, and strictly abide by the organization’s procurement policy and ensure that all procurement documents are implemented and utilized according to the policy.
• Prepare the procurement plan before the project start date and submits it to the Head of Operations, Head of programs and/or Project Manager for approval.
•  Prepare a monthly report around the procurement activities for all the active projects.
• Source and evaluate suppliers/vendors, negotiate contracts, and ensure timely delivery of goods and services.
• Implement contingency plans and quick response under emergency procurement in crititcal and unstable situation.
• Manage orders and arrange stocking of materials and equipment and ensure they meet PO requirements.
• Handle, update, and monitor all fixed assest of the organization.
• Assure that suppliers deliver their materials and services in accordance with standards of price, time, availability, quantity, and quality agreed upon with the project manager.
• Develops a preferred trusted suppliers list that rates the selected suppliers based on previous experience in terms of accountability, cooperation, price, quality, and time.
• Assure all invoices are audited for compliance with contract terms and supervises contract closeout.
• Conducts bi-weekly or frequent field visits to relevant stakeholders (vendors, suppliers, corporate partners, restaurants.) to make sure the procurement process is implemented according to the organization’s policies and procedures as well as the contract agreed upon, while maintaining a professional relationship with them.
• Monitor supplier performance and address any issues or discrepancies immediately to the Head of Operations.
• Arrange deliveries, plan, and track the shipments of products according to the order requirements.
• Receive goods with accurate invoices and delivery notes.
• Execute orders and introduce the data in the inventory and logistics ERP software.
• Prepare accurate reports related to deliveries and purchase orders.
• Stay updated on industry trends, procurement regulations, and best practices to ensure compliance and efficiency.
• Perform any additional tasks, when requested by the Head of Operations.

Report to: Head of Operations

Supervisory Responsibility: —

Collaborate with: Executive Director, MEAL, Program Heads, Accounting, Finance, HR, and Communication, Field team.

Knowledge and Experience

BA preferably in Supply Chain Management, Finance, sales, or business administration.

Experience in supply chain, logistics, or procurement.

Experience with INGO/NGO in procurement is a plus

1. Strong Analytical Skills:

Data Analysis: Ability to analyze market trends, pricing, and supplier performance.

Decision-Making: Make informed decisions based on cost-benefit analysis.

2. Negotiation Skills

Persuasion: Skilled in negotiating favorable terms, discounts, and contracts.

Relationship Building: Building long-term, positive relationships with suppliers.

3. Attention to Detail

Contract Management: Ensures contracts comply with legal requirements and specifications.

Quality Assurance: Pays attention to product specifications, quality, and compliance with standards.

4. Financial Acumen

Budgeting: Understanding budgets and working within financial constraints.

Cost Control: Focused on reducing costs without sacrificing quality.

5. Ethical Judgment

Integrity: Avoids conflicts of interest, bribes, and ensures fair supplier selection.

Transparency: Maintains openness in procurement processes to avoid bias or unethical practices.

5. Excellent Communication

Internal Coordination: Works closely with different departments to understand their needs.

External Communication: Engages suppliers, negotiates terms, and ensures clear communication of organizational needs.

6. Time Management and Organization

Multitasking: Juggles multiple purchase orders, deadlines, and suppliers simultaneously.

Prioritization: Can prioritize urgent and important tasks effectively.

7. Adaptability and Problem-Solving

Flexibility: Adaptable to changing market conditions, supplier issues, or budget changes.

Resilience: Quickly finds alternative suppliers or solutions when faced with challenges.

8. Technical Knowledge

Product Knowledge: Understands the technical specifications of products being purchased.

Procurement Software: Proficiency in procurement management systems and tools.

9. Team Collaboration

Cross-Functional Work: Works with various teams like finance, legal, and operations.

Leadership: Guides junior procurement staff and mentors team members.

Knowledge in Microsoft Suite: Word, Excel, and PowerPoint.

Knowledge in ERP Microsoft system is a plus.

Excellent command of Arabic and English languages (writing, reading and speaking).

Nusaned has zero tolerance towards any form(s) of sexual harassment and/or SEA (sexual abuse and exploitation). It expressly prohibits and will not tolerate any form of harassment or exploitation, be it physical, sexual or psychological. Nusnaed expects all its staff/contractors/sub-contractors/volunteers to be in compliance with the safeguarding/PSEA policy, and any breaches towards this policy would lead to immediate and effective termination of the contract.