Procurement Consultant

Purpose of the Position

The Procurement Consultant will support Farah Social Foundation (FSF) in reviewing and revising its procurement policy to align with donor requirements and industry standards. Additionally, the consultant will guide and mentor the Procurement Officer to ensure compliant, efficient, and transparent procurement processes.

Key Responsibilities

1. Policy Review and Revision

• Conduct a comprehensive review of FSF’s current procurement policy and procedures, identifying areas needing updates to comply with donor guidelines and best practices.
• Revise or develop procurement policies and procedures that support competitive bidding, vendor selection, and contract management for various procurement thresholds, with specific focus on purchases over $20,000.
• Ensure that revised policies incorporate risk management, accountability, and transparency.

2. Compliance and Alignment with Donor Standards

• Review donor requirements and ensure all revised procurement policies comply with donor regulations.
• Develop templates and documentation standards (e.g., for bids, proposals, contracts) aligned with donor expectations and industry norms.

3. Training and Capacity Building for Procurement Team

• Provide hands-on training and mentorship to the Procurement Officer to ensure understanding and adherence to updated policies.
• Organize and lead training sessions for relevant staff on key procurement processes, compliance, and documentation standards.
• Establish practical tools and checklists to guide daily procurement activities and improve compliance.

4. Process Improvement and Documentation

• Identify process gaps and implement improvements to streamline procurement workflows, ensuring efficiency while maintaining compliance.
• Develop clear, easy-to-follow procurement process guidelines for use across FSF departments.
• Document all new processes, policies, and tools in a procurement manual to serve as a reference for current and future staff.

5. Monitoring and Reporting

• Set up a system for ongoing monitoring of procurement activities to ensure compliance with the revised policy.
• Establish key performance indicators (KPIs) for procurement activities and advise on monitoring and evaluation tools.
• Provide regular progress reports on the implementation of new policies and practices, as well as any remaining gaps or areas for improvement.

Deliverables

1. Revised Procurement Policy Document: - Updated and approved procurement policy aligned with donor requirements.
2. Training Sessions and Materials: - Conduct training sessions and develop training materials for the procurement team.
3. Procurement Manual: - A comprehensive manual documenting all processes, policies, and templates for FSF’s procurement.
4. Monthly Progress Reports: - Summarizing the status of policy implementation, challenges, and recommendations for further improvement.

Qualifications and Experience

• Education: Advanced degree in Supply Chain Management, Business Administration, Public Administration, or related field.
• Experience: Minimum 5-7 years of experience in procurement, preferably with non-profits or international organizations, including policy development and compliance.
• In-depth knowledge of procurement best practices, compliance, and donor requirements.
• Proven experience in capacity building and mentoring procurement teams.
• Excellent communication and training skills, with the ability to simplify complex processes.
• Proficiency in procurement software and Microsoft Office.

Core Competencies

• Integrity and Professionalism:  Strong adherence to ethical procurement standards.
• Analytical Skills:  Ability to assess and improve existing procurement processes.
• Detail-Oriented: Ensures accuracy in policy revisions and compliance documentation.
• Training and Mentorship: Skilled at transferring knowledge to improve team capacity.