JOB SUMMARY:
The Temporary Procurement Officer will provide interim support to the Procurement Department during the maternity leave period of the existing Procurement Officer. The incumbent will be responsible for managing day-to-day procurement activities, ensuring compliance with organizational procurement policies and procedures, supporting stakeholders, and maintaining procurement documentation to ensure uninterrupted operations.
DUTIES AND RESPONSIBILITIES
- Manage the end-to-end procurement process from requisition receipt to purchase order issuance.
- Review procurement requests to ensure completeness and compliance with organizational requirements.
- Obtain and evaluate quotations from vendors in accordance with procurement thresholds and procedures.
- Prepare bid analysis, price comparison, and procurement recommendation documents.
- Process Purchase Orders (POs) and ensure timely issuance to selected vendors.
- Maintain effective communication with vendors regarding quotations, delivery schedules, and contractual requirements.
- Support vendor due diligence and onboarding processes.
- Monitor vendor performance and address routine supplier issues in coordination with internal stakeholders.
- Ensure procurement activities comply with organizational policies, donor requirements, and internal controls.
- Maintain complete and accurate procurement files, including solicitation documents, evaluations, approvals, and contracts.
- Assist in preparing procurement documentation for audits and compliance reviews.
- Support conflict of interest (COI) collection and documentation when required.
- Coordinate closely with requesting departments understand procurement needs and timelines.
- Provide guidance to internal stakeholders on procurement procedures and documentation requirements.
- Follow up on procurement requests to ensure timely completion.
- Assist in the administration of Master Service Agreements (MSAs), contracts, and amendments.
- Track contract validity and support contract extension or modification processes when required.
- Maintain procurement tracking logs and procurement reporting records.
- Performs other duties as assigned.
KNOWLEDGE, SKILLS AND ABILITIES, EXPERTISE AND COMPLEXITY
- Articulate, professional and able to communicate in a clear, positive manner with clients and staff.
- Comprehensive knowledge of procurement standards and practices.
- Working knowledge of company policies and procedures regarding procurement, consultants, and contracts.
- Ability to work independently and manage processes and deadlines with limited supervision.
- Excellent at working in team settings.
- Possess good planning, organizational, and interpersonal skills.
- Ability to analyze information and exercise judgement when making decisions within the context of established policies and procedures.
- Proficiency in computer software applications e.g. MS-Word, MS-Excel, MS Outlook and MS-PowerPoint.
- Must be a self-starter with attention to detail.
- Familiarity in working with international organizations and USAID regulations.
- Regular contact with consultants and vendors.
- Collects and analyzes information provided by vendors.
- Regularly negotiates with vendors on terms and price for goods or services.
- Provides support to staff for all aspects of procurement process.
MINIMUM REQUIREMENT STANDARDS:
- Bachelor's Degree or its International Equivalent in business administration or related field.
- Minimum 2 years of procurement experience.
- Strong organizational and documentation skills.
- Excellent attention to detail and compliance mindset.
- Ability to manage multiple procurement activities simultaneously.
- Proficiency in Microsoft Excel, Word, and procurement systems/ERP platforms
- Must have high integrity.
- Experience of establishing strong working relationships with colleagues from different organizations and cultures.
- Ability to meet deadlines with strong attention to consistency, detail, and quality.
This job description summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.
Interested candidates please submit your CV to FHI 360 career portal link below by the latest October 9, 2026
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