Procurement Officer

JOB PURPOSE

To undertake day to day procurement and supplies activities to support projects and other office operations in line with Amref Procurement Policy Procedure Manual under the guidance of the Head of Procurement Unit.

PRIMARY RESPONSIBILITIES

1.Ensure timely and efficiently processing of Amref requirements for goods, works and services.

• Preparation of various bidding documents for Goods, Works and Consultancy services
• Requesting quotations (RFQ) from vendors including providing clarifications  
• supervision of sample verification in collaboration with user's departments
• coordinates procurement plans from projects and other departments
• Carrying out quotation analysis of the submitted bids.
• Process all procurement transactions through e-tender portal including approvals in the ERP system
• Processing and issuing LPO’s to vendors
• close follow up of all orders for timely delivery of goods, works and services including performance monitoring
• Coach and supervise field staff (Admin officers) on issues relating to procurement compliance
• Checking suppliers’ invoices against LPO for processing payments,
• Follow up payments with Finance as per agreed terms and conditions,
• Coordinate Tender Committee meetings including drafting minutes for various deliberations

2.Give Support in processing Contract for various services

• Assist in drafting of contracts for various goods, works and services.
• Participating in the negotiation with suppliers and other service providers
• Drafting award letters and other correspondences with vendors
• Provide supervision for execution of signed contracts for timely delivery of goods, works and services
• Record keeping for all procurement transactions

4. Support functioning of Amref Tender Committee

1. Coordinating Tender Committee meetings
2. Providing technical support to various Evaluation teams
3. Reviewing various evaluation reports before submission and presentation to the Tender Committee
4. Drafting tender committee minutes and other correspondence letters