Under the supervision of the Procurement Manager and in close collaboration with the VET Material and Technology Expert, the Procurement Officer is responsible for conducting following procurement activities in line with the procurement strategy and procurement plan:

Ensuring the procurement process and plan is in line with the market situation and compliant with EF rules:

·       Receiving and checking purchase orders;

·       Conducting market survey or check accuracy of market survey received from programme staff;

·       Conducting market survey for different markets (IT equipment, furniture, utilities etc…) for office supplies and equipment and due diligence on service providers;

·       Searching the market and prepare supplier list.

Overseeing the application of the EF rules at every step of the procurement process, for both national and international tenders, through:

·       Ensuring the procurement plan is up to date and executed within the agreed timeline;

·      Coordinating, conducting and following up all steps of the procurement procedures including preparation of the procurement documents, publication, opening, evaluation, negotiation, award and contracting, and deal with questions and clarifications from tenderers during procurement process;

·      Preparing technical specification and tender dossier of office supplies and equipment;

·      Providing advice on the preparation and drafting of TOR/TS in line with legally established, professional and transparent French Public procurement policies and procedures and also EU legislation and regulations;

·       Selecting the correct method of procurement, preparation of lots and avoid slicing;

·       Entering vendors and upload all tender documents to internal tool;

·      Sharing tender documents with the suppliers, get price quotations, and make evaluation;

·      Analysing and evaluating offers and ensuring appropriateness to technical specifications;

·      Preparing award report and inform successful and unsuccessful bidders;

·      Preparing and ensuring signature of contract/countersigned;

·      Ensuring conformity of the goods/services delivered as per the description on the purchase request and technical specifications;

·      Contacting suppliers to resolve problems with late delivery, unconformity to technical specifications etc.

After the delivery of goods/services, ensuring to finalize the procedures application, namely by:

·      Managing and evaluating the contract and supplier’s performance;

·      Following up good received notes and deed of ownership;

·      Keeping accurate records of all procurement documents including invoice, delivery of goods and services and deed of ownership;

·      Developing and updating templates, check-lists, guidelines and tools related to procurement based on lessons learnt;

·      Providing advice and supporting the project staff in the correct application of regulations relating to procurement and provide training when needed;

·     Conducting/ accompanying monitoring visits to observe the delivery and acceptance of the procured items in the programme institutions when/if required;

·     Performing any procurement related duties as requested by Deputy Team Leader and Procurement Manager.