The Procurement Officer is responsible for supervision on procurement assistance and managing procurement activities to ensure the timely, cost-effective, transparent, and compliant acquisition of goods, services, and works. The position ensures compliance with organizational policies, donor requirements, and applicable procurement procedures.

1. Procurement Planning and Coordination

• Review Purchase Requisitions (PRs) for completeness, accuracy, justification, and approval.
• Develop and maintain procurement plans based on organizational requirements and approved budgets.
• Coordinate with requesting departments, Finance, Warehouses, and other relevant departments.
• Monitor procurement activities against approved plans, budgets, and timelines
• Identify procurement delays and recommend corrective actions.

       2. Sourcing and Supplier Management 

• Conduct market research and identify qualified and reliable suppliers. 
• Prepare and issue RFQs, RFPs, and other solicitation documents as required. 
• Communicate with suppliers regarding technical, commercial, and delivery requirements. 
• Evaluate supplier quotations and prepare quotation comparison sheets. 
• Participate in supplier evaluation, negotiation, and selection. 
• Maintain and update the approved supplier/vendor database. 
• Monitor supplier performance, delivery schedules, quality, and contractual compliance. 

       3.  Purchase Orders and Contract Management 

• Prepare Purchase Orders (POs) based on approved procurement documentation. 
• Ensure POs contain accurate specifications, quantities, prices, delivery terms, and payment terms. 
• Follow up on PO approvals and communicate approved orders to suppliers. 
• Monitor open POs and ensure timely delivery. 
• Support preparation and management of procurement contracts and service agreements. 
• Monitor contract expiry dates, deliverables, and supplier obligations 

       4. ERP and Procurement Documentation 

• Process procurement transactions through the ERP system according to established workflows. 
• Ensure accurate and timely entry of PRs, RFQs, quotations, POs, and related information. 
• Maintain complete procurement files and supporting documentation. 
• Ensure records are properly organized and available for audits. 
• Maintain procurement trackers and status updates. 
• Ensure supplier and item master data are accurate. 

      5. Delivery and Invoice Coordination 

• Coordinate with suppliers and warehouses to ensure timely delivery and receipt of goods. 
• Follow up on Goods Received Notes (GRNs) and delivery documentation. 
• Verify procurement documents against invoices and delivery records before submission to Finance. 
• Coordinate payment documentation and outstanding supplier issues with Finance. 
• Resolve discrepancies relating to quantities, specifications, prices, deliveries, and invoices. 

      6. Compliance and Risk Management 

• Ensure procurement activities comply with organizational policies and procedures. 
• Ensure compliance with donor requirements and applicable regulations where relevant. 
• Maintain transparency, fairness, confidentiality, and integrity throughout procurement. 
• Ensure required approval levels are obtained before commitments are made. 
• Identify procurement risks and recommend mitigation measures. 
• Support procurement audits and provide required documentation. 

       7. Reporting 

• Prepare regular procurement status reports.
• Monitor procurement lead times, outstanding PRs, POs, and supplier deliveries. 
• Report procurement savings, supplier performance, and procurement activities when required. 
• Maintain procurement KPIs and performance records. 
• Provide management with updates on critical or delayed procurement activities. 

      8. Others

• Contribute to audit preparation and follow-up. 
• Participate in cross-functional teams and committees to support organizational initiatives and projects when required. 

     9. Working Conditions:

• May involve occasional travel to field offices or project sites.
• Must be comfortable working in challenging environments and under pressure.

     Qualifications & Experiences:

• Bachelor’s degree in Procurement, Supply Chain Management, Business Administration, Logistics, Finance, or related field. 
• Minimum 3–5 years of relevant procurement or supply chain experience. 
• Familiarity with donor regulations (UN agencies) is a strong advantage.

   Competencies:

• Knowledge of procurement policies, procedures, and best practices.
• High level of integrity, Ethical judgement, confidentiality and professionalism.
• Risk management & Time management 
• Leadership & Accountability 
• Excellent written and verbal communication.
• Ability to work independently and handle sensitive information discreetly.
• Proficiency in ERP and procurement modules and Microsoft Office Suite.
• Supplier sourcing and management and requesting and comparing quotations and contract management.
• Market research and price comparison and Negotiation skills 
• Compliance with policies and donor requirements 
• Cost control and value for money 
• Attention to detail & Problem-solving skills 
• Good command of written and spoken English and Arabic.

        Position Manage/ Supervises: 

• Procurement Assistant/s

       Position Interface With:

• Internal: Head of Procurement, Finance, Warehouse and Logistics, Program/Project Departments, Administration, HR, IT, and Senior Management.
• External: Suppliers, vendors, contractors, service providers, consultants, donors, and partners where applicable

       Key Performance Indicators (KPI's)

• Procurement requests processed within the required timeframe.
• Procurement cycle time from PR approval to PO issuance.
• Purchases completed in compliance with procurement procedures.
• Supplier on-time delivery performance.
• Accuracy and completeness of procurement documentation.
• Accuracy of procurement transactions recorded in the ERP system.
• Procurement savings and cost efficiency achieved through competitive sourcing.
• Supplier performance and quality compliance.
• Number of overdue or delayed PRs and POs.
• Audit compliance and resolution of procurement findings.
• Accuracy and timeliness of procurement reports.