Procurement Planning and Strategy
Develop and implement procurement plans based on administrative and programmatic needs and budget allocations.
Collaborate with programme managers, finance, and operations teams to forecast procurement needs.
Ensure procurement activities comply with donor regulations, organisational policies, and legal requirements.
Work with the Finance Manager and Project managers to determine procurement needs, quality and delivery requirements.
Work with the finance manager to build a robust contract management system for All procurement contracts.
Supplier Management
Identify, evaluate, and establish relationships with reliable suppliers and service providers.
Conduct market research to assess price trends, availability of goods, and supplier capabilities.
Negotiate contracts, terms, and pricing to achieve cost savings and ensure value for money.
Maintain and update a database of pre-qualified suppliers and vendors.
Procurement Process Execution
Prepare and issue purchase orders, request for quotations (RFQs), and tenders.
Evaluate supplier bids and proposals based on quality, cost, delivery timelines, and compliance with Fairtrade Africa standards.
Ensure all procurement documentation (contracts, purchase orders, invoices) is complete and accurately recorded.
Monitor delivery timelines, inspect goods upon receipt, and co-ordinate with relevant departments to verify quality and quantity.
Compliance and Risk Management
Ensure that all procurement activities adhere to donor regulations, ethical standards, and anticorruption policies.
Identify and mitigate procurement risks, including fraud, conflict of interest, and supplier nonperformance.
Maintain proper documentation and audit trails for transparency and accountability.
Budget and Cost Control
Work closely with finance teams to align procurement expenditures with organisational budgets.
Track and report on procurement expenditure and cost savings initiatives.
Optimize procurement strategies to achieve financial efficiency while maintaining quality.
DUTIES & RESPONSIBILITIES
Stakeholder Engagement
Collaborate with internal teams (programme, operations, finance, administration) to ensure timely and accurate procurement.
Engage with external stakeholders, including regulatory authorities, and industry networks, to stay informed of procurement best practices.
Reporting and Record Keeping
Maintain accurate procurement records, including purchase orders, supplier agreements, and receipts.
Prepare and submit procurement reports for management and donor reviews.
Support internal and external audits by providing necessary documentation and reports.
KNOWLEDGE, EXPERIENCE AND SKILLS
Qualifications
Bachelor’s degree in Procurement, Supply Chain Management or a related field.
Professional Certification Chartered Institute of Procurement and Supply (CIPS) qualifications or the
Certified Professional in Supply Management (CPSM).
Experience and Knowledge
5+ years of experience in procurement or a similar position.
Strong understanding of international trade laws, import regulations and logistics.
Proficiency in procurement software and ERP Systems.
Ability to multi-task and work in a fast-paced environment.
Apply via :
recruitment@fairtradeafrica.net
