Procurement Senior Officer at Zireenza Support Foundation (ZSF)

The Zireenza Support Foundation – (ZSF) is a National Non-Governmental Organization (Not for profit and non-socio-political organization). It has been established on 08thAugust, 2017 by the General Meeting at Mubi North Local Government Area of Adamawa State, attended by many people and elite persons from different areas including Mubi and Michika Local Government. This National NGO was formed according to the willingness of the community people in a view to deal with the present socio-economic problems in different villages by means of good understanding and sharing the problems of each other and to find out the best way of solving the problems through free discussion and people participation in the decision making and get-together under an umbrella of ZSF Organization.

We are recruiting to fill the position below:

Job Title: Procurement Senior Officer

Location: Adamawa

Key Areas of Accountability
Programme implementation/management:

• Carrying procurement activities for Zireenza Support Foundation Office
• Coordinating, preparing, extracting information requested for purchasing from the active/secured budgets, coordinate with budget holders and draft procurement plans and pipeline, and update on a quarterly basis by arranging and conducting meetings with head of departments and budget holders.
• All procurement is carried out in accordance with appropriate Zireenza Support Foundation policies, standards, ZSF Global Procurement Policy and Manual and where required, donor rules.
• All procurements carried out have clear specifications, are best value for money, transparent, accountable, subject to fair competition and are meeting agreed lead times and programme needs.
• Applying quality assurance SOPs upon receiving goods.
• Drafting and establishing contracts/agreements through proper procurement processes and maintaining (Payments, delivery, timeframe, Cap limit).
• Assuring purchase requests have valid budget codes by validating them through BVA (Budget Versus Actual Report).
• Hiring External Individual Consultants and Consultancy Firms as per ZSF procurement manual for consultants by leading on the procurement processes and drafting contracts and releasing payments upon submitting deliverables.
• Hiring External Auditors for auditing grants upon project completions as per donor requirements.
• Communicate effectively the status on procurement via weekly tracker update and responding to any inquiries.
• Be proactive in advising staff of delivery schedules, any pending decisions to be made about procurement, product specifications, and grant end dates.
• Receive and process invoices, process payment of suppliers for items delivered. Follow up the payment process with Finance to ensure ZSF fulfils its obligations to suppliers.
• Coordinating with Warehouse staff, Budget Holders, Centers, Partners and Suppliers for arranging distribution of goods.

Programme design/development:

• Consolidate all the procurement requests for products/services and update the sourcing pipeline accordingly.
• Provide input to the Supply Chain Manager and budget holders about the agreements needed as per the souring pipeline.
• Coordinating with Supply Chain colleagues from Field Offices and collect input and data for establishing potential agreements to cover all ZSF offices.
• Lead on the sourcing procedures (Drafting Tenders, Formal Quotation Process) and leading on the procurement process and outcome (RFQs, CBA, MOM, Drafting the agreement, Issuing POs).
• Schedule and organize procurement committee meetings with voting members, technical advisors and observers and maintain a proper records of the meeting events by developing a Minutes of Meetings (MOM).
• Follow ZSF ’s Negotiation Strategy
• Drafting Benefit Approval Form (BAF) after major negotiations and discounts.
• Provide advice and input on prices of goods/services based on historical data and market analysis for designing budgets.
• Coordinating with Technical Advisors to agree on the kit standards for establishing agreements that will be used for emergency responses.
• Ensuring Supply Chain KPIs are maintained within the minimum requirement by seeking products/services that offer the best value for money within the shortest timeframes.

Team management and capacity building

• Delegation from line manager on responsibilities and duties (Ex. Voting member in procurement committees, checking monthly reports for mistakes, etc…).
• Individual coaching, supervising and consultation to enhance the capacity of colleagues in the department and ensuring procurement processes are in compliance with ZSF Global Procurement Policy and Manual.
• Conduct procurement refresher sessions for departments, programs and local partners.

Partnerships management:

• Conduct and take part in ZSF Procurement Manual and Policies inductions to local partners.
• Assess and monitor the procurement processes within local partners and ensure they are processed in compliance with ZSF Global Procurement Policy and Manual.

External relationships/Representation:

• Delivering the ZSF Child Safeguarding induction for the suppliers including (Money Laundry, Human Traffic, Anti-Fraud etc…).
• Conducting Market Assessment every 6 months to check the availability of supplies in the market and USD/LBP prices of goods/services.
• Assess the market regularly for new suppliers to supply the recurrent needs of activities/ projects.
• Register new suppliers in ZSF ’s supplier database and do the proper vetting process
• Supplier Management (Monitor and evaluate the performance of the suppliers based on the quality of the goods and services).
• Develop and maintain relations with different suppliers in order to ensure a stable supply of goods or services.

General:

• ProSave “Procurement user” for BCO, anyone can refer to me for support in ProSave (Procurement online system).
• Ensure and analyse the Monthly Reports and share the narrative of the findings with the budget holders and head of departments, and Head of Supply Chain:
  • Procurement Tracker
  • Supplier database
  • KPIs report
  • Procurement Plans (for each grant)
  • Sourcing Pipeline
• Making sure all procurement processes are documented and archived in soft and hard copies and are well organized and ready for internal/external audit reviews

Additional job responsibilities:

• The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

Child Safeguarding:

• We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

Safeguarding our Staff:

• The post holder is required to carry out the duties in accordance with the ZSF anti-harassment policy

Health and Safety:

• The role holder is required to carry out the duties in accordance with ZSF Health and Safety policies and procedures.

Application Closing Date
26th February, 2025.

Method of Application
Interested and qualified candidate should submit their CV and Cover letter to: [email protected], copying: [email protected] and [email protected] using the job title as the subject of the mail.