Salary
Negotiable

Job Description

LOCATION: Bulawayo

CONTRACT TYPE: Fixed Term

Organisational Background

The Organisation of Rural Associations for Progress (ORAP) is a leading local NGO involved in development and relief (emergency) work in rural communities in Matabeleland North, Matabeleland South and Midlands provinces. It exists to fight all forms of poverty among the rural and urban grassroots communities of disadvantaged women, men and youth through the empowerment of people by facilitating their development in their diverse cultural contexts.

Project Summary

The vacancy for the upcoming USAID funded Amalima Loko Project. The project seeks to improve food security through increased food access and sustainable watershed management. Its purposes are P1: Enhanced and inclusive local ownership over food security and resilience planning and development, P2: Watershed management improved, P3: Adaptive and absorptive capacity improved.

Position Summary

The Procurement Officer, will provide support to ORAP budget management through acquisition of quality goods and services in a timely manner at the lowest possible cost in accordance to the ORAP Procurement policy. The position will manage an efficient procurement support system in the ORAP HQ office in support of the Amalima Loko Program, to procure goods as well as services in accordance with the USAID policies and ORAP laid down systems, procedures and guidelines

Duties and Responsibilities

Major Duties/Responsibilities include:-

Procurement planning

Participating in preparation of procurement planning and its consolidation in conducting market research and development of price index in collaboration with the Operations Officer
Identifying all potential suppliers available in the market along with the Operations Officer and develop prequalified suppliers list for all major item categories keeping the Suppliers List up to date all the time
Conducting strategic sourcing with negotiated pre priced framework contracts for goods and services in accordance to the set goals
Providing secretariat services to the HQ Procurement committee
Purchasing

Receiving incoming requisitions and responsible for registering the same into the requisition register and in the order tracking tool
Ensuring all received PR, BOQ, MoU and TOR are with clear specifications, financial codes and appropriate signatories and advise the owners if there are omissions in accordance with the ORAP procurement policy
Drafting and obtaining quotations/or open tenders where necessary and prepare local purchase orders
Facilitating evaluation and selection process of best responsive supplier in preparing price comparison and related paper works along with Procurement Department Team in both direct purchases and competitive purchases
Undertaking acquisition processes of goods and services in conformity with the existing policies for the benefit of the users, and their communities

Supply chain system management

Uploading all procurement related documents into the ERP system and clear related items on the system according to set ORAP policies
Providing capacity building for ERP users and ensure all procurement activities occur within the system

Supplier/Vendor management

Ensuring healthy working relationship with suppliers and all stakeholders, promoting transparency and accountability at each stage of the procurement life cycle
Compiling all the procurement documents sequentially for proper filling and register. Arranging payment clearance as per the terms of payment mentioned with PO and close the order
Executing proper registration of procurement information with the log books and automated SCM data base in the right time to produce procurement report
Monitoring quality and service levels with overall objective of improvement of delivery of goods, services, and responsible for supplier performance records
Contributing to the preparation and submission of timely, accurate and relevant Monthly, Quarterly and Annual reports. – Open PO’s contract status and PR status on weekly, monthly quarterly, and yearly

Qualifications and Experience

Knowledge, Skills and Abilities

Education: A Degree in Business Administration/Commerce/Economics and Professional qualifications or any other recognized certification in supply chain management.
Membership to professional body is desirable e.g CIPS
Experience: 3 years relevant experience in supply chain management field
Sound public relations are essential along with business acumen
List additional work experience required as a minimum qualification for this position.

Knowledge of key institutional donors and their compliance requirements in respect of logistics and procurement
Developed interpersonal and communication skills including influencing and negotiation.
Ability and willingness to change work practices and hours in the event of major emergencies including travelling at short notice and for extended periods of time
Well organized for order and information management, able to keep filing systems updated to ensure an auditable trail
Microsoft Office computer skills and experience with using email

How to Apply

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