Development Field Officer

Overview

To carry out procurement activities for goods and services as per laid down procurement policies procedures and processes while maintaining high standards of integrity and accountability.

Key Responsibilities

• Advise on all procurement related matters.
• Facilitate across all parties the timely resolution of issues that could impact meeting the needs of the requestor and communities.
• Identify alternative supply sources for materials / services not under contract.
• Ensure safe delivery and receipt of ordered goods and services.
• Resolve conflicts of deliveries where they occur amongst suppliers.
• Execute the Market Assessment and Supplier Pre-Qualification process.
• Manage the RFQ/RFP Process including baselines & price survey methodologies.
• Lead negotiations for the assigned Categories.
• Supervise the procurement processes and Assistance work relating to sourcing.
• Prepare Procurement Committee submission documents.
• Facilitate Purchasing Committee meetings and ensure that proper documentation is maintained.
• Accurately complete the master data management form (or contract/supplier register).
• Monitor and complete contract close-out, renewal or retender, as appropriate.
• Ensure that contractual conditions and performance indicators are understood by the suppliers.
• Identify & resolve or escalate contract-related issues both internally and externally.
• Analyze supplier performance based on customer feedback information & other sources and coordinate with supplier for improvement.
• Receive incoming Purchase Requisitions, verify specifications, conduct sourcing event if required items are not already on contract, update the PR with actual supplier record and release PR for approval.
• Follow Procurement Polices and guidelines in Supplier Award decisions.
• Manage PO Change requests coordinating with Requesters, Budget Owners and Suppliers.
• Consolidate all required documentation for presentation to Finance for timely supplier payment.
• Collect and analyze organization-wide data to support decision-making.
• Provide support in the design of the business metrics to monitor SCM performance.
• Conduct spend analysis to support strategic sourcing activities, and Supplier Relationship Management.
• Prepare summary report of supplier bid responses for Procurement Committee award decision meetings.
• Track and analyze procurement performance and savings against established target levels.
• Conduct all procurement related tasks as per the approved procurement policies, processes and guidelines.
• Advise management regarding any challenge / risks / impractical guidelines.
• Collect customer feedback relating to the policies, processes and guidelines, and report to NO Management for improvements or change.
• Review with Partners / Sub-Grantees, their SCM Policies, procedures and etc. to identify any gaps, document them under assessment reports, and capture under capacity building plans.
• Collect and collate useful data which can be used to improve the general systems established and communicate this information to immediate Supervisor.
• Conduct supplier pre-qualification for all new-suppliers and maintain records.
• Participate in development of risk identification & assessment tools, registers and other tools and assessing SCM and contractual risks.
• Maintain proper filing and record keeping as per the guidelines set by the management.
• Coordinate with Requesters to close out open POs in a timely manner.
• Implement agreed audit recommendations in the procurement process.
• Participate in process to Review Partners / Sub-Grantees, internal control system in the procurement process to identify any gaps, document them under assessment reports, and capture under capacity building plans.
• Periodically monitor the progress on implementation of recommendations and update the management of all parties.
• Coordinate, participate in, and/or train staff from Supply Chain Staff and other WVI Departments on WVI Procurement Policies, Processes, and Systems.
• Conduct Partners' / Sub-Grantees' capacity assessment and capacity building plans as per set framework / guidelines.
• Train the Partners / Sub-Grantees based on the approved capacity building plan, monitor progress.
• Coordinate with internal stakeholders in monitoring the progress and submit progress reports to the management.

Required Experience

4 years' experience in Procurement or Supply Chain.

Qualifications

University degree in Business Administration, Procurement or similar degree, or equivalent experience. Post graduate qualification in Purchasing and Supplies Management from CIPS Level 4.

Other Details