Ended Procurement Officer

The Job

Position:          Procurement Officer

Job site:           Sana’a, Yemen > roving North

Report to:         deputy logistics coordinator (DLC), logistics coordinator (LC), country finance coordinator (CFC) and head of mission (HOM).

Supervises:      NA

Contract:          Fulltime - employment contract

Starting date:    ASAP

The procurement officer is responsible:

  •  for the procurement process steps, per INTERSOS procurement manual
  •  to maintain up to date qualified supplier list
  •  to ensure correct contract management
  •  to ensure all projects have up to date procurement plan

Specific roles and responsibilities:

General:

  • Guarantee a deep knowledge of the INTERSOS Procurement Manual
  • Regularly trains, coaches and explains procurement manual, procedures and correct formats to all logs
  • Cross check procurement procedures applied against INTERSOS procurement manual, support the Logistic Coordinator and the Admin-Finance Department in the preparation of the procurement documents and in the verification of their compliance with donors’ procedures.
  • Keep general record of all complete Procurement dossiers: procurement tracking on ITBs/Tenders (planning, implementation, awarding, contracting): Prepare, with the Log Coordinator.
  • Keep track of procurement process planning (prepare a procurement table for the follow up) 

For all procurement – equal or below 4.000 US$:

  • Review any evaluation of quotations and support document for procurement of value of between 999 US$ and 4.000 US$

For all procurement - above 4.000 US$:

  • Advise on the documents to be used in the different procurement procedures
  • Support the Logistic Coordinator and the Admin-Finance Department in the preparation of the procurement documents and in the verification of their compliance with donors’ procedures.
  • For any procurement above 40.000 US$ value, to contribute to the assessment of the local purchasing environment (through new local market analysis, information gathered from previous purchases, program teams, other NGOs etc.) and to refresh it every maximum 6 months (including already existing ones);
  • Contribute to the process of the prequalification of the local suppliers;
  • Contribute on the Invitation To Bids (ITB) / Tenders finalization and cross checks on the award of contracts;
  • Review contracts and/or Framework contract with the prequalified suppliers;
  • For any procurement derogation, ensure to check compliance against INTERSOS procurement manual (chapter 6.5.4) and realism of the justification and accordingly to report to line manager;

Analysis of procurement processes and related formats, in order to identify and apply ways of improvement:

  • Check the compliance of the procurement procedures done from the 1st January in the mission
  • Advise on the compliance of the format used and suggest ways of improvement
  • Suggest measures of control and checks of procurement activities, ensuring continuous transparency

To ensure all projects have up to date procurement plan:

  • Work with Project Managers and Program Coordinators to ensure all project have from the start of project a realistic financial plan and accordingly matching procurement plan

Anti-fraud:

Support the Senior Management Team (SMT) in creating an anti-fraud mechanism and a “whistleblowing” mechanism, reporting any concerns to INTERSOS internal auditors.

Perform any other related duties as required

The logistician undertakes to fulfil these tasks and to respect and keep any confidential information relating to the local partners and INTERSOS beyond the reach of any third party.      

Job Requirements:

  • Minimum BA in technical field (computer sciences, business administration, etc.)
  • At least 2 years of experience in leading logistics department in INGO
  • Demonstrated min. 1 year of experience in procurement management
  • Excellent computer skills (proven computer literacy, in particular Excel knowledge is a must) and good knowledge on computer soft and hardware

Other requirements:

  • Native Arabic - Excellent written and spoken English
  • Strong team spirit, comfortable in a multi-cultural environment
  • Excellent analytical skills, observation and analysis capacity
  • Attention to detail and structured way of approaching tasks
  • Ability to plan ahead and output oriented
  • Able to ensure quick quality delivery in stressful environment
  • Very strong interpersonal skills: strong communication and diplomatic skills
  • Practical and problem-solver
  • Ability to deal with heavy work pressure
  • Readiness and ability to move around in Yemen (North, Central and South)
  • Readiness to commit and adhere to the values, mission and vision of INTERSOS
How to Apply
  • Deadline for submission of application: 17 October 2019
  • Documents to be submitted for application: CV and Motivation Letter (incomplete applications will be not considered), in addition to contact details for minimum 2 reference persons (include position and relation)
  • How to send the application: by e-mail to job.intersos@gmail.com (applications delivered by hand will be not considered)
  • Subject reference to be used is ‘application for procurement officer – Sana’a’

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