Procurement/Documentation Officer

Purpose of the Position: The Procurement and Documentation Officer will be responsible for managing procurement processes, supporting procurement planning, ensuring compliance with procurement policies and donor regulations, and facilitating timely procurement of goods, services, and works required for project implementation.

Key Responsibilities

The Procurement and documentation Officer shall perform, but not be limited to, the following duties:

1. Manage procurement processes for goods, services, and works in accordance with organizational and donor procurement guidelines.
2. Prepare procurement plans, bidding documents, RFQs, RFPs, bid evaluation reports, comparative statements, and purchase orders.
3. Ensure procurement activities comply with the donor and organizational procurement procedures.
4. Coordinate with project teams to identify procurement needs and specifications.
5. Conduct market surveys and vendor assessments to ensure value for money and quality procurement.
6. Maintain procurement records, contract files, supplier databases, and procurement tracking systems.
7. Facilitate tendering, bid opening, bid evaluation, and contract award processes.
8. Coordinate with suppliers, vendors, consultants, and contractors regarding procurement-related matters.
9. Monitor delivery schedules and ensure timely receipt of procured items and services.
10. Support contract administration and monitor vendor/contractor performance.
11. Ensure transparency, fairness, and accountability in procurement processes.
12. Prepare periodic procurement progress reports and procurement status updates.
13. Assist in resolving procurement-related issues and discrepancies.
14. Coordinate with finance and logistics teams regarding payments, inventory, and procurement documentation.
15. Support community procurement activities and provide guidance to field teams and Village Councils where required.
16. Ensure proper archiving and audit readiness of procurement documents.
17. Perform any other task assigned by the supervisor related to procurement and contract management.
18. Serve as the key liaison with government departments (P&DD, line deparment), partners and stakeholders.
19. Facilitate communication flow between field teams and project management.

Required Qualifications and Experience

1. Master degree (16 years of education) in Procurement, Supply Chain Management, Business Administration, Management Sciences, Public Administration, or any other relevant discipline from an recognized institution.
2. Relevant experience in procurement, contract management, or supply chain management, preferably in donor-funded or development sector projects will be an added advantage.
3. Experience working with donor procurement procedures will be preferred.
4. Familiarity with procurement of infrastructure, WASH, civil works, and community development activities will be an advantage.
5. Strong understanding of procurement rules, tendering procedures, and contract administration.
6. Proficiency in MS Office applications including Excel and Word.
7. Experience in documentation, reporting abd stakeholder liaison preferably in the development sector. 
8. Experience in maintaining procurement documentation and reporting systems.