Job Summary

1 - Oversee and Manage the Procurement Function and Processes of CP in line with CP'S policies and Best Practices : (35% of Time)

• Receives and reviews Purchase Request (PR) in accordance with the plan, TOR / SoW including specifications and budget from departments and joint field offices with partners. 
• Ensure Procurement Team prepares Request for Quotations based on applicable standards and circulate to vendors, advertise where required. In cases of tendering, follow the standard tendering process. 
• Ensure bid analysis are prepared for quantity, quality, price, delivery time etc in consultation and advise from the supervisor and procurement committee on the analysis details, technicalities, selection criteria etc.
• Responsible for preparing of Source and Origin Waivers request as and when required. Will be responsible for preparing of Policy Waivers request as and when required as per policy. 
• Receives and reviews shipping documents and ensures that bank, insurance, shipping, customs and other formalities necessary for the importing of goods are completed. 
• Assures that purchase orders are prepared in accordance with the procurement policy and ensures items are purchased as per the PR and specification. 
• Identifies and classifies materials into bulk and specific purpose for purchasing strategy and framework agreements. 
• Ensures the accuracy of procurement documents, integrity of the procurement process and maintains the original of Purchase Request, Proforma Invoice, summery bid analysis, sealed quotation process documents, Purchase Order and Invoice Vendor.
• Ensures the communication of procurement policies and procedures within the organizations, with partners and other stakeholders.
• Prepares procurement memos and issues to concerned internal and external contacts.
• Liaison with local and international suppliers.
• Oversee that purchase requests from joint field offices and support in processing the same.

2 - Partners' Due Diligence, Monitoring and Capacity Building : (25% of Time)

• Participate in the partners' procurements where required for technical assistance, support and facilitations to ensure compliance and effective procurements. Assist in conducting capacity assessment exercise of CARE and Partner staff and develop and coordinate plans for CARE staff and sub-grantee capacity development on procurement management.
• Convene capacity building events on procurement management, and preparation of relevant documents.
• Under the guidance of ACD – Program Support, resolve, implement and organize procurement processes with other management and technical departments. Keep complete record and files of the joint procurement or Partners procurement involving CARE.
• Make sure partners have performed necessary security checks on all vendor for the compliance of Bridger requirements and this is completed prior to vendor selection process.

3- Compliance with Internal Reporting Requirements, Internal and Donor Audit Database of all Procurements, Enrich vendor list (25% of time)

• Orient staff on procurement processes.
• Support teams and projects in procurement planning. 
• Make sure processes and documentation are in line with procurement standards of the donor regulations, in close consultation with finance. 
• Ensures that all relevant information on completed purchases are filed properly.
• Prepares monthly reports on local and international procurement status and inform concerned sections with timely submission to global team. 
• Ensure documentation and support is fully available for timely completion of quarterly SPOT check report. 
• Responds adequately and timely to audit queries. 
• Provides daily status verbal report to his/her direct supervisor on the progress of procurement priorities.
• Maintains an up to date vendor list of classified suppliers and makes it available on request.Ensure list is updated on regular intervals to ensure a good vendor base is available. 
• Ensure necessary security checks are performed on all vendor for the compliance of Bridger requirements and this is completed prior to vendor selection process. 
• Ensure the PS system and procurement data base is updated with the procurement record. 
• Implement the internal control system best suited for the organization, ensuring implementation of procurement/operational strategies focusing on achievement of results.

4- Supervision & Team Management (10% of time)

• Supervision and oversight of procurement team. 
• Assesses training and development needs of team within the CO; identifies gap in skills, develops training materials and provides training in procurement as needed.
• Participates in the elaboration and leads the implementation of the CO’s Performance Management System and processes to include the preparation and monitoring of Individual Performance Plans for procurement staff.
• Ensures succession plans are developed and implemented for procurement staff in a way that assures CO staffs receive high quality support services at all times.