Job Description
Position Title: Procurement Officer
Reports To: Procurement Manager
Supervises: None
Division: Church World Service Africa
Department: Administration, Procurement
Team: Procurement
Job Location: Kasulu, Tanzania
Grade Level: Grade 5, Officer, National
Introduction: Church World Service (CWS) is a not-for-profit, faith-based organization transforming communities around the globe through just and sustainable solutions to hunger, poverty, displacement and disaster. CWS does not discriminate because of race, color, religion, sex, national origin, gender identity, genetic information, age, disability or veteran status in employment or in the provision of services.
Primary Purpose:
This position is primarily responsible for carrying out the purchasing and procurement functions of supplies, equipment and services. It ensures procurement of high-quality and cost-efficient supplies, equipment and services. The position is also responsible for maintaining purchasing records and facilitating accurate documentation to Finance.
Key relationships
Internal to CWS
- Procurement Coordinator
- Procurement Manager
- Administration Supervisor
- Other team members in the Procurement, Finance, Administration and Program departments
External
- Vendors
- Customers
- Any other Partners in relation to his/her capabilities
Working Environment
- Office and/work from home environment.
- Periodic travel to the field as may be required.
Essential Duties
Procurement Administration & Data Management 40%
- Ensure there is supply chain visibility by keeping timely reporting and tracking the procurement processes throughout the various stages of the procurement processes.
- Preparing plans for the purchase of equipment, services, and supplies.
- Following and enforcing the company’s procurement policies and procedures.
- Reviewing, comparing, analyzing, and approving products and services to be purchased.
- Work with Property Unit to ensure inventories and maintaining accurate purchase and pricing records.
- Maintaining and updating supplier information such as qualifications, delivery times, product ranges, etc.
- Maintaining good supplier relations and negotiating contracts.
- Researching and evaluating prospective suppliers.
- Preparing budgets, cost analyses, and reports.
- Reviews invoices and ensures complete documentation (GRN, Invoice, Delivery Note, LPO) and submits to finance for payment.
- Prepares VAT and DUTY exemptions for Sectoral Ministry Tanzania Revenue Authority form 220A.
- Participates in budget preparation by researching cost estimates of proposed items.
- Analyses incoming bids by coming up with a comprehensive analysis on the requirements of the bid for review by the committee meetings.
- Prepares the Request for proposal (RFP) reports for evaluation /tender committee’s review.
- Completes vendor forms and updates the scans and the vendor list on the fileserver.
- Ensures reconciliations for vendors by comparing invoices and payments.
- Provide input in strategic planning conversations to achieve Procurement unit goals.
- Manages the flow of complete procurement documents between the departments.
- Participates in developing, facilitating, implementing, monitor and reviewing procurement plans.
- Coordinates and facilitates the vendor pre-qualification process.
- In coordination with other departments establishes detailed requirements for office supplies, equipment and other goods and services required.
- Provides advice on the procurement component of the Coupa/Sylogist system, achieving results such as:
- Analyze and evaluate the finance workflows, processes and systems within the organization and recommend changes to enhance efficiency and effectiveness.
- Provide guidance and support to procurement users on system functionality, processes and procedures. • Assist in the development and maintenance of training materials and training delivery to procurement users.
- Work closely with the Coupa/Sylogist team to ensure that procurement requirements are integrated into the Coupa/Sylogist system.
- Function 2 (incl. Expected results) Participates in Coupa/Sylogist system implementation and upgrades, achieving results such as:
- Provide input into the design and testing of the procurement component of the Coupa/Sylogist system.
- Assist in the development of use cases related to the procurement component of the Coupa/Sylogist.
- Review and test system changes related to procurement to ensure accuracy and completeness.
- Collaborate with other subject matter experts to ensure system testing, integration, and data consistency.
- Ensure that procurement reports and analytics are accurately reflected in the system.
- Support the change management process and communicate changes to procurement users.
- Oversee and perform tests, follow up with SMEs as needed, and track the recording of test results (elaborate details).
- Function 3 (incl. Expected results) Provides ongoing support for the procurement component of the Coupa/Sylogist system, achieving results such as:
- Investigate and resolve procurement system issues reported by users.
- Monitor system performance and data quality to ensure accuracy and reliability.
- Identify opportunities for system improvements and recommend changes as needed.
- Ensure compliance with internal control policies and procedures related to procurement.
- Function 4 (incl. Expected results) Collaborates with stakeholders to ensure effective use of the procurement component of the Coupa/Sylogist system, achieving results such as:
- Work with procurement management to define and implement processes and procedures related to the Coupa/Sylogist system.
- Collaborate with other departments to ensure that procurement data is integrated and consistent across the organization.
- Build and maintain positive relationships with key stakeholders, including IT, HR, and other business units.
- Act as a liaison between procurement and IT to ensure that requirements are accurately reflected in the system. •
- Provide advice and support on the use of the procurement component of the Coupa/Sylogist system.
- Function 5 (incl. Expected results) Participates in Coupa/Sylogist procurement activities and deliverables, achieving results such as:
- Participate in special projects related to procurement or Coupa/Sylogist systems as assigned.
- Provide support to other Coupa/Sylogist system components as needed.
- Function 6 (incl. Expected results) Performs other related duties, as assigned.
Representation 10%
- Assists in conducting market research to capture the current cost, evaluate offers from vendors and negotiate better prices.
- Liaises with vendors to create realistic delivery schedules and compare actual deliveries in order to evaluate vendor performance and responsiveness.
- Builds and maintains positive working relationships with all members of staff, and contactors both within and outside CWS Africa
Compliance 35%
- Manages the supply chain function at CWS which includes procurement of goods and services in a cost-effective, timely and transparent manner in line with CWS Polices, Co-operative Agreement and 2 CFR 200
- Responsible for managing all updated procurement contracts, coordinate and monitor the supply chain function to ensure compliance with procurement policies and practices and donor requirements.
- Ensures procurement records are accurate, up to date and in compliance with donor policies.
Data Management 10%
- Provide timely and accurate reports
- Tracks vendor invoices and utilities on the procurement excel spread sheet.
- Regularly updates the Note Verbal excel sheet.
- Tracks orders to ensure timely deliveries.
Additional Roles and Responsibilities 5%
- Performs any other duties as assigned to improve the operations of CWS Africa
Qualifications:
Experience:
- A minimum of Four (4) years’ experience in procurement or with similar administrative responsibilities required
- Experience in the non-governmental sector preferred.
Skills:
- Demonstrated excellent computer skills for Microsoft Word, Excel, Access and Outlook Working knowledge of ERP and 2 CFR 200
- Demonstrated strong organizational and time management skills
- Strong written and verbal English skills
Education & Certifications:
- Bachelor’s Degree in Procurement and Supply Chain Management or equivalent in Business Administration, and BCom.
- Diploma in Purchasing and Supplies Management is preferred
- Membership of professional bodies such as PSPTB, CPSP etc. required
Competence
- Professionalism:
- Strong analytical skills and ability to make data-driven recommendations for improvement.
- Excellent communication skills, including the ability to explain complex technical concepts to non-technical stakeholders.
- Ability to work effectively in a team environment and collaborate with diverse stakeholders.
- Shows pride in work and in achievements.
- demonstrates professional competence and mastery of subject matter.
- is conscientious and efficient in meeting commitments, observing deadlines and achieving results.
- is motivated by professional rather than personal concerns.
- shows persistence when faced with difficult problems or challenges.
- remain calm in stressful situations.
- Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
- Accountability:
- Takes ownership of all responsibilities and honors commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards.
- operates in compliance with organizational regulations and rules.
- supports subordinates, provides oversight and takes responsibility for delegated assignments.
- takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
- Client Orientation:
- Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view.
- establishes and maintains productive partnerships with clients by gaining their trust and respect.
- Identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems.
- keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
- Teamwork:
- Works collaboratively with colleagues to achieve organizational goals.
- solicits input by genuinely valuing others’ ideas and expertise.
- is willing to learn from others; places team agenda before personal agenda.
- supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position;
- shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
- Communication:
- Speaks and writes clearly and effectively.
- listens to others, correctly interprets messages from others and responds appropriately.
- asks questions to clarify and exhibits interest in having two-way communication.
- tailors’ language, tone, style, and format to match the audience.
- demonstrates openness in sharing information and keeping people informed.
- Technological awareness:
- Keeps abreast of available technology.
- understands applicability and limitations of technology to the work of the office.
- actively seeks to apply technology to appropriate tasks.
- shows willingness to learn new technology.
Important Requirements:
- Strong English communication skills, both written and oral.
- Commitment to diversity, equity, and inclusion and willingness to support CWS’ Platform on Racial Justice as a CWS employee required
Special Requirements:
- COVID Vaccination is required for all successful candidates
- The candidate should be in good health, willing and able to travel extensively in often difficult conditions and have a high degree of flexibility. Must have proof of Yellow Fever vaccination before traveling for RSC Africa.
- This position is based in Kasulu, Tanzania.
- This position always requires the use of laptops, competence in Microsoft Office packages is required.
- This position may require travel in sub-Saharan Africa on short notice and under sometimes difficult conditions to meet the demands of a dynamic operational program
- A background check which includes references, and an educational and criminal check is required before the start of employment.
- A valid passport and the ability to maintain a valid passport throughout the entire appointment is required, which includes having enough passport pages for travel.
- This position is Full time.
- All employees should be prepared to work from the CWS office within their location of hire. Remote work arrangements may vary depending on location and the governing rulings regarding the COVID-19 pandemic.
- Any other special requirements that may be developed by Leadership and/or Management teams.
