Procurement and Administration Coordinator (Global) at Living Goods

The position:

Living Goods is looking for a Procurement and Administration Coordinator within the Global Support Functions team. The role involves managing procurement and administrative tasks in line with Living Goods' procurement policies and donor regulations. This includes ensuring the timely acquisition of quality goods and services at competitive prices and supporting supplier selection and onboarding. Additionally, the position will handle general administrative duties, such as coordinating flight bookings.

Responsibilities:

Procurement

• Carry out, under the guidance of the Head of Procurement, market surveys for goods and RFPs for services in compliance to the policy for global procurement that promotes competition and offers value for money.
• Support the head of procurement in populating and maintaining the supplier database in the ERP by carrying out assigned tasks related to the prequalification process including proper onboarding of vendors as per set guidelines.
• Maintain complete and accurate supplier information by regularly updating information in supplier database within the ERP.
• Annually support the Head of Procurement in conducting supplier performance evaluations.
• Provide advice and technical support to user departments in developing goods and service specifications for inclusion in requisition or request for proposals. This support, with delegation from the Head of Procurement, is also extended to Country teams where there will be need from time to time through regular check ins.
• Review requisitions and clarify specifications, if needed, develop a request for quotation (RFQ), circulate RFQ, evaluate and rank offers, and issue purchase orders from the ERP.
• Prepare purchase orders in the ERP, documentation, and contracts for goods, services, and works of a value as per policy thresholds.
• Facilitate the contracting process for procurement > USD 10,000, by organizing information and preparing documents to be reviewed by the head of procurement.
• Aid user departments in successfully launching contracts, monitoring implementation, and evaluating contractors/consultants’ performance.
• Conducting all procurement and payments to suppliers as per Living Goods’ procurement rules and internal procedures.
• Periodically update the procurement status reports for tracking purposes of all procurement.
• Maintain regular contact with contracted suppliers to monitor adherence to delivery period according to the terms of the procurement agreement.
• Regularly update users on the progress of their requisitions and promptly communicate any expected delay in delivery.
• Coordinating with the receiving unit on goods/services to be received and obtaining satisfactory delivery notes and invoices from the receiving unit.
• Participate in collecting data and measure suppliers’ performance against service level agreement.
• Maintain a list of barred entities (Supplier Blacklist) and performing OFAC searches
• Ensure that the workflows within the ERP remain compliant with all LG policies and procedures as it relates to Procurement.
• Work with head of Procurement in supporting business functions to developing procurement plans and following through their implementation to promote efficiency.

General

• Receive, record, organize, and transmit incoming correspondence addressed to the Procurement function in line with instructions and procedures.
• Keep and update procurement records on a quarterly basis relating to suppliers, different user department procurement needs and approved contracts.
• Support in preparing minutes for the procurement committee meetings.
• Provide other related administrative support to the global finance team as and when needed.

Administration

• Provide support in the process of maintaining an insurance register for all our insured needs from a global point.
• Proper documentation and filing in a central repository of all our insurance policies.
• Support in the process of filing for all our insurance claims; Assets and Property
• Facilitate air travel bookings for Global support functions team.
• Collaborate with Executive Assistant to CEO & Program Assistant under CPO in disseminating weekly priorities meetings.
• Collaborate with other In-Country Admins in planning activities that require global and country team meetings.

Key Requirements:

• Bachelor’s degree in Procurement /supply chain management, or a related field.
• At least 5 years of experience in a similar position in a humanitarian organization.
• Strong understanding of procurement policies and donor regulations.
• Experience in maintaining supplier databases and conducting supplier performance evaluations.
• Strong understanding of procurement policies and donor regulations.
• Proficiency in using ERP systems for procurement processes.
• Familiarity with donor-funded procurement processes is highly desirable.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).
• Effective communication skills to liaise with user departments, suppliers, and global teams.