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Procurement Officer

Mohale's Hoek
2+ Years

Purpose of the position:

Procure materials / services to ensure required supply needs are satisfied at lowest total cost to World Vision Lesotho. Appropriately and accurately perform and leverage market analysis to support commodity procurement decisions. Perform strategic sourcing activities in line with procurement and implementation plan and execute transactional order processing.

Major Responsibilities:

Participate and contribute to cross-functional planning activities to come up with consolidated annual procurement plans for strategic sourcing.

Receive and log\register all purchase requisitions from internal customers for easier and quicker tracking to ensure accountability.

Review and verify that all requisitions have clear, details and complete specifications upon receipt to ensure timely processing. Advise requestors immediately where additional information is needed on the requisitions.

Prepare and issue out detailed RFQs to all suppliers\service providers in the database using FIFO principle latest 2 days after receiving and ensuring that all suppliers receive equal opportunity to quote.

Design, maintain a simple computerized tracking tool for all requisitions and share the status report with stakeholders monthly to manage\monitor progress of each activity.

Lead tender opening and evaluation processes to ensure timely implementation of works\services where bidders have been invited to tender.

Prepare a comparative analysis chart\table with all details for each requisition attaching all documents such as RFQs and quotations for presentation to Procurement Committee.

Maintain and manage good relations with suppliers, monitor and provide a report on their performance which will inform decision making.

Maintain day-to-day good relationships with internal stakeholders for conducive environment in the process of providing support. This include timely communication of or addressing of queries.

Maintain a good filing system for all procurements key documents including minutes of procurement committee and copies of contracts and evaluations analysis

Work with your supervisor and\or the procurement committee to identify the opportunities for price negotiations to realize savings on procurements as way of getting the value for money.

Provide historical spend and utilization against procurement plan to be abreast with trends or deviations to inform future course of action

Work with Logistics function to ensure timely issuance of orders, delivery of the requested items and payments to suppliers

Preparation of monthly report for informed decision making that includes but not limited to: Requisition tracking tool, Actual spend vs plan, savings from procurements and supplier performance.

Attend daily devotion and contribute.

Skills & Qualifications:

The following may be acquired through a combination of formal or self-education, prior experience or on-the-job training:

Education/Qualification ;

 Bachelors Degree in Social Sciences or Chartered Institute of Purchasing Supply (CIPS) qualified

 Must have a university degree in Administration or related field.

 At least 2-3 years operational experience in purchasing

 Good knowledge in both local and international procurement

 Knowledge of the 7-Step Sourcing Process

 Negotiation experience

 Contract Management experience

 Basic knowledge of local legal positions for contracts

 Ability to analyse and report on procurement and financial matrix

 Good inter personal skills

 Understanding of market analysis, supplier evaluation and total cost of ownership analysis.