Procurement Officer

Procurement Management

• Ensuring Concern and donor procurement procedures are followed during the procurement of goods, services and works
• Participate in the developing of all project procurement plans with the support from the Logistics Coordinator and Procurement Manager which will be prepared prior to and implemented immediate at the start of each new project
• Ensuring supply and construction contracts done under local procurement are both technical and legally sound
• Negotiating with major suppliers and implementing long-term agreements with for frequently purchased items for those which can be carried locally
• Reviewing and updating (Supplies Requests) SR tracking sheet in order to give visibility to requestors on the status of the requests
• Maintaining the contract tracking management sheet

·       Check deliveries follow-up of each procurement contracts

• Ensuring that procurement files are stored electronically as per Concern and Donor regulations in each base and saved regularly
• Prepare  procurement documentation (e.g. contracts, tender documents, etc.) as and when required, ensuring adherence to their provisions, seeking support where necessary;

·       Responsible for Request for Quotation/Invitation to tender launching, bids analysis, contract development and contract management.

·       Carry out market surveys for both NES and KRI for main project materials and supplies Nurture relationships with suppliers, , ensure the best prices for goods and services on behalf of Concern

·       Accountable for overall compliance with the Concern procurement manuals, procedures & policies.

·       Communication with field / area office(s) via e-mail, MS Teams or cell phone in order to provide on time procurement supports.

·       Have a clear understanding of the Concern procurement manuals and donor regulations and policies and assist in advising program and office management on required practices and procedures;

·       Adhere to all Concern procurement policies and procedures as per the Concern Procurement Manuals. Advise supervisor and colleagues on solution-oriented methods to conduct large and intense procurements while adhering to policies timelines

·       Conduct frequent market surveys and maintain a strong knowledge of the local market in Syria;

·       Develop and manage a list of prequalified suppliers and approved suppliers list as per Concern Procurement Manual

·       Supervise procurement staff under your line management  

·       Other duties as assigned

Programme Support:

• At the developing stage of all proposals identify and communicate all donor-specific procurement requirements to the relevant personnel in all departments to ensure compliance throughout the duration of the project

People Management

• Supporting the Procurement Manager in job description drafting for procurement assistants  in order to match set up needs
• Monitoring and regularly reviewing performance of staff against set objectives, giving corrective feedback where required and taking decisive action in the case of poor performance

Reporting and Compliance

• Review and ensure the good communication of different weekly reports on procurement, SR tracker and procurement plan.
• Ensure that all Procurement Plans are updated on SharePoint
• Ensure compliance with professional ethics, statutory regulations, and organizational policies and procedures
• The procurement officer will adhere to Concern’s Programme Participant Protection Policy (P4), the Anti-Fraud and Whistleblowing Policies  and will report to the Country Director if there are any suspected breeches