Procurement Officer - Buying (Maternity Cover) at Plan International

ACCOUNTABILITIES

Maintain high standard of all procurement processes and activities

Facilitate Buying Process in the System (SAP/ERP)

• Ensure all approved requisitions are generated from the ERP system 
• Ensure invitation of quotation and input data from quotation into system as per requirement • Prepare Comparative bid analysis as per requirement
• Raise purchase orders as per assigned purchase requisitions, and validate the WBS from requester.
• Send purchase order/contract/commitment to supplier, follow up vendor to supply the goods/services on time, materials are distributed to the requester within stipulated time. Goods and service are received by ensuring proper quality, handover to store and assist to maintain store record;
• Raise GSRN against all types of purchase orders issued in the system.
• Process for payment to the service provider or respective person.
• Monitor and support the establishing and updating potential and competent vendors’ list 
• Ensure invoices are forwarded to finance/accounts within 3 working days after the goods/services satisfactorily delivered. 
• ensure clean data in the system by regular status updating of procurement transactions and ensure that the transactions are closed after payment
• Create procurement file with check list and keep it updated during the procurement process 
• Make a direct purchase order (or contract) using the existing long-term agreement (LTA)  
• Manage the request for single quote and RFQ using the pre-qualified supplier list 
• Reviewing bids from suppliers for competitive quotation and recommend which offer provide the best value for the Plan international and request the validation from the BH 
• Release POs (or elaborate contract) and submitted to the relevant level for approval
• Deal with suppliers in PO and contract signing   
• Organize and monitor goods and services reception in collaboration with suppliers, the warehouse staff and requester.
• Maintain a physical and electronic archiving of the purchase files under his/her responsibility
• Accountable for managing the procurement request within the Procurement lead time set by the country

Supplier relationship management 

• Ensure that suppliers invoices are correct while cross checking with the PO/contract and GSRN 
• Generate the payment requests from the system 
• Transfer complete payment file to finance for supplier payment 
• Provide feedback to supplier on the outcomes of their quote during the RFQ process
• Maintain vendor master data through excel sheet and enter into SAP/new ERP system
• Communicate with vendors on behalf of the organization and as assigned by the supervisor, 
• Conduct negotiation process with suppliers when needed 

Monitoring and Tracking

• Maintain the Procurement tracker 
• Keep the procurement file check list 
• Develop procurement spend reports as requested
• Ensure adherence to procurement-Buying SLAs as agreed and approved by clients 

 Cross-functional team working   

• Collaborate with the sourcing team on LTA spend tracking and procurement plans update by sharing data as required   
• Assist sourcing team to complete vendor listing process, updating the information so that sufficient vendors are available under each category, master data file for Anti-terrorism screening of vendors. 
• Collaborate with Finance team members for supplier payments and data entry into ERP system
• Collaborate with procurement requesters

Leadership

• Proactively engage with cross-functional Teams to ensure procurement request requirement are met

  Safeguarding  

• Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures

TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE

Essential

• University or higher education qualification in Procurement and Supply Management, Administration Management or related field and/or equivalent professional experience in a similar position most of which should preferably be from within the humanitarian/NGO sector. 
• At least 4 Years’ experience in relevant field
• A professional qualification At least CIPS level 4
• A professional membership of recognized purchasing and supplies institution (CIPS, KISM)