Key Responsibilities

Under supervision of the Legal and Procurement Manager and in close coordination with the procurement team and HQ, the Procurement and Contracts Officer shall be responsible for supporting program teams with the following:

1. Procurement Strategy, Planning, and Capacity Building

• Support the development and regular updating of comprehensive procurement plans, ensuring alignment with project timelines and donor requirements.
• Monitor local and international supplier markets to identify key players, evaluate price trends, and propose optimal purchasing strategies.
• Provide training and guidance to program teams on best practices, specifically in translating technical operational needs into clear Terms of Reference (ToRs) and specifications.
• Collaboratively identify cross-functional and recurring purchasing needs to streamline procurement across different project departments.

2. Sourcing and Tender Management

• Receive and process procurement requests, preparing all necessary solicitation and consultation documents.
• Implement the full procurement procedure via electronic platforms, including the digital creation of tenders, receipt of offers, and e-exchanges with candidates.
• Lead evaluation sessions and technical/commercial analyses; coordinate with Legal and Internal Control units to ensure bidder compliance and due diligence.
• Organize and conduct formal negotiations with bidders to ensure demonstrable value for money and fairness.

3. Contract Management and Performance

• Draft and finalize contracts, framework agreements, and amendments, ensuring all documents are legally sound and conform to organizational standards.
• Manage supplier relationships from the issuance of purchase orders through to final delivery, including monitoring price revisions and applying penalties where necessary.
• Support the project teams in monitoring the execution of contracts (including amendments and execution acts) and managing all aspects of contract performance.
• Assist with verification operations and the formal acceptance/receipt of deliverables, activities, and services.

4. Compliance, Risk, and Reporting

• Ensure all procurement activities comply with internal policies, donor regulations, and international best practices.
• Maintain a systematic, structured archiving system for all procurement and legal documentation to ensure "audit-ready" records at all times.
• Develop and maintain dashboards for monitoring purchase performance; provide management with timely updates on activities, potential risks, and process improvements.