Catholic Relief Services is the official international humanitarian agency of the Catholic community in the United States. CRS works to save, protect, and transform lives in need in more than 100 countries, without regard to race, religion or nationality. CRS’ relief and development work is accomplished through programs of emergency response, HIV, health, agriculture, education, microfinance and peacebuilding.

Job Summary: 

The Procurement Officer’s main function is to ensure that all procurement and services contracts in Sub-offices are carried locally, in Khartoum or at Headquarters, in accordance with the procedures and policies set by CRS. S/he shall ensure that all procurement and services contract abide to the procurement policy. Full documentation of all procurement and services contracted are maintained, updated, and could be friendly tracked. S/he shall perform his/her responsibility in coordination with all interest parties in sub-offices and Khartoum main offices.

Specific responsibilities:

1. Preparation & Planning for the allocated projects

• Consult with relevant sector program managers to identify the main types of goods and services that will be needed in near term based on the current portfolio of programs and operations and use this to conduct regular market assessments of best sources and prices.
• Proactively consult with peer agencies and private sector to identify new potential suppliers that can be added to our updated Approved Supplier List (ASL). 
• Maintains continued working relationship with local suppliers, visits stores and production facilities to ensure contract terms are respected whenever situation warrants.
• Ensure eligibility verification of all new suppliers before adding them to the approved supplier list.
• Keep abreast of any changes in governmental taxes (sales, VAT), duty fees, levies and importation procedures

1. Procurement Process for the allocated projects

• Ensure that all procurement is done efficiently according to CRS Policy, the CRS Procurement Manual and consistent with relevant donor requirements. Ensure that all actions are governed by the highest standards of ethics, personal and business conduct as stipulated in CRS Policy and the CRS Procurement Manual.
• Review all Purchase Requisitions (PRs) and verify price target, that all specifications and requirements are clear and that all corresponding authorizations have been obtained.
• Ensures that all Requests for Quotations (RFQs) clearly present all specifications and requirements as stated in the PR.
• Receive and review all bids and quotations in accordance with price target and specs, and prepare quotes summary sheet.
• Organize Bid Review Committees (BRC) if needed, and ensure they follow all BRC guidelines as stipulated in the CRS Procurement Manual.
• Ensure the BRC analyzes all bids in a competitive manner and carefully considering all costs and benefits including those not presented on bids explicitly.
• Always negotiate with suppliers regarding price reductions, preferred payment and delivery terms, and shipping options when necessary.
• Once all required steps have been completed depending on the value of the procurement, then: make the selection of the best supplier with regard to price, quality and delivery; determine payment and delivery terms; prepare the Purchase Orders (PO); and draw up contracts as needed.
• Ensure that all procurement is processed for all applicable exonerations as established in the Host Country Agreement or through Donor Agreements, and draft any exemption letters for VAT, duty and tax whenever necessary.

1. Record Keeping & Reporting for the allocated projects

• Ensure proper filling of all procurement documents for recordkeeping and auditing and maintain orderly files on active orders and post activities such as change notices, scheduling changes and partial shipments.
• Maintain an Approved Supplier List (ASL) with updated information on pricing by goods and services and performance ranking based on recent evaluations.
• Creates vendor files with all necessary details by service category (e.g. stationery suppliers, electrical items suppliers, machine suppliers, etc.).
• Track the status of each procurement request and update management and requestors through regular Procurement Status Reports (PSRs).
• Periodically generate an evaluation report on supplier/vendor performance with recommendations based on service delivery/track record (at least every 6 months).

1. Communication, Coordination & Other Duties

• Provides details of fixed assets procurements (type, quantity, supplier, price, fund/project #, name of partner, etc) to the personnel responsible for property management.
• Work with staff person(s) assigned in admin for receiving to resolve any quantity discrepancies between PO and supplier's delivery note/waybill.
• Communicate with suppliers to return any damaged goods or mis‑ordered goods to suppliers, and ensure substitution or completion of goods ordered if still applicable.
• Coordinate with non-procurement personnel assigned to carry out 3-way matching (invoice, PO, GRN) and payment request processing whenever there is a problem encountered with completing their established functions correctly and in a timely manner
• Follow up with finance team to ensure timely payments as per contracts and purchase orders
• Assist in the preparation of award letters, agreements, memos and letters as needed
• Coordinate with other departments to make sure PRs, supplier quote responses, and POs are complete and clear.
• Maintain an updated price list for commodities and frequent items.
• When necessary and within acceptable parameters expedite requisitions and orders to meet urgent operational needs.
• Provides support and training on procurement management to CRS staff and partners as found necessary by management.
• Provide coverage for other staff when required by workload or absence, and perform additional duties as assigned.

Typical Background, Experience & Requirements:

Education and Experience

1. University Degree and minimum 3 years’ experience in Commodity or General Stock Management, Logistics, procurement, or equivalent.
2. Experience working with INGO or UN preferred.
3. Proven ability to prepare reports and maintain complete files and records. Strong analytical and problem-solving skills
4. Ability to prioritize and manage multiple tasks simultaneously
5. Fluent written and spoken English
6. Solid working knowledge of computers and the following software:  MS Excel, MS Word;  ability with MS Access a plus

Personal Skills 

• Good time management skills with ability to work on multiple tasks at once 
• Able to stay upbeat and positive when faced with repetitive tasks, maintaining focus and enthusiasm
• High attention to detail and ability to identify errors and inconsistencies 
• Strong service orientation with good communication and interpersonal skills 
• Proactive, resourceful, solutions oriented and results-oriented
• A strong team player
• Ability to work under stressful conditions 
• Fluency in written and spoken English and Arabic. Local Language skills are an advantage.

Required/Desired Foreign Language: Arabic and English oral and written communication skills essential

Travel Required: field based position, some occasional travel to project sites may be required  

Key Working Relationships: 

supervisory: n/a

Internal:  Administration Officer, Sub Office Coordinators , State Office Manager . 

HQ Global Procurement Team and all relevant CP staff making requisitions or with process roles from: Programming, Finance, Logistics, Administration and IT.

External: Vendors, Transporters, Suppliers, Revenue Authorities, freight forwarders, transporters, consultants, donors, and peer agencies.

Agency-wide Competencies (for all CRS Staff): 

These are rooted in the mission, values, and guiding principles of CRS and used by each staff member to fulfill his or her responsibilities and achieve the desired results. 

• Trusting Relationships
• Professional Growth
• Partnership
• Accountability

Disclaimer:  This job description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position. The Procurement Officer must perform additional (if there is any) provided by his/her line manager. 

***Our Catholic identity is at the heart of our mission and operations. Catholic Relief Services carries out the commitment of the Bishops of the United States to assist the poor and vulnerable overseas. We welcome as a part of our staff people of all faiths and secular traditions who share our values and our commitment to serving those in need. CRS’ processes and policies reflect our commitment to protecting children and vulnerable adults from abuse and exploitation.

CRS' talent acquisition procedures reflect our commitment to protecting children and vulnerable adults from abuse and exploitation.

Equal Opportunity Employer

CRS requires its staff to treat all people with dignity and respect and to actively prevent harassment, abuse, exploitation, human trafficking everywhere and at all times. I, the applicant, accept these requirements as part of my job application.

Submission location: - 

If interested, please submit cover letter, resume and copies of your education and work certificates to Catholic Relief Services organization - El Geneina Office. Ensure that your cover letter or resume has a phone number here you can be reached.