Procurement Officer

- Division/Office: Administration Division
- Salary Level: M-11
- The closing date is 17 January 2025.
1. JOB SUMMARY/JOB STATEMENT
The job holder is responsible for the procurement of MRC goods, services and works. He or she is responsible for undertaking procurement procedures, drafting of the resulting contracts and ensures that deliveries, payments, execution of bank guarantees and other financial contract instruments are done according to the contract modalities.
2. MAIN TASKS AND RESPONSIBILITIES
Under the direct supervision of the Division Director and technical guidance of the Chief Finance Officer, the incumbent performs the following duties:
• Conduct bidding for purchasing of works, goods and services in accordance with MRCS procurement procedures including preparation and review of requests for proposals, process specifications, public advertisements and assistance to proposal evaluations;
• Establish and administer contracts for purchase of works, goods and services. Develop and maintain standard contracts and bidding documents suitable for MRC;
• Liaise with concerned staff to establish a quarterly or yearly procurement plan to ensure the organization's requirements are met and the work of the procurement staff is properly organized;
• Maintain a database of trade information on quality and price of available products and services. Introduce the relevant contract information into MRC's financial management system;
• Negotiate with suppliers to ensure that competitive prices, credit terms and discounts are offered and arrange delivery schedules;
• Review and certify payment of invoices related to procurement activities;
• Supervise day-to-day activities including overseeing shipment of personal effects of staff and custom clearance arrangement, official licenses requisition, purchase order, etc.;
• Prepare specific procurement related reports when required by MRCS' management or MRC's Development Partners. Provide the information as required by MRC's auditors;
• Perform other related duties as may be assigned by the Director of Administration Division.
3. SCOPE OF AUTHORITY
a. Supervision requirements: The jobholder supports the Director in technically guiding the work of the procurement assistant at OSV.
b. Level of autonomy: Decisions are recommendatory and must be in line with MRC's procedure.
c. Level of problem solving required: Problems range from routine to complex, but solutions fall within the guidelines of the MRC Administrative Manual.
d. Level and type of communications required: Communications are wide, both within and outside of the organisation and extensive written communications are required.