Job Description

Position: Procurement Officer.

Location: Harare

Summary
Help - Hilfe zur Selbsthilfe, is seeking a Procurement Officer for the USAID-BHA funded Action against hunger and food insecurity (Aahfis) Project in Zimbabwe. The Aahfis seeks to sustainably improve the humanitarian food insecurity situation in Gwanda rural district. The implementation timeframe for the project is December 2023- February 2025.

What You’ll Be Doing (Essential Duties)
The program is an integrated, humanitarian food assistance and drought mitigation intervention. The Procurement Officer is responsible for evaluating suppliers, maintaining relationships, approving products, and ensuring the cost-effective procurement of materials, parts, or goods. A detailed outline of roles and responsibilities include:

Duties and Responsibilities

Duties and Responsibilities
Daily coordination of project procurement activities.
• Full understanding of Help procurement policies and formats. Assists, as needed, in training staff and partners on these policies.
• Assist program and operational personnel in regular procurement planning meetings.
• Assists staff as needed in creating clear and understandable purchase requests and other documentation.
• Collect quotations and bids from the market as assigned by Help management – as per organizational and project standards and formats.
• Prepare the required documentation of supplies and transactions and complete to Help standards.
• Assist in the maintenance of thorough procurement files as outlined in the organizational procurement Policies and Procedures.
• Assist the program and office staff with procurement activities, as required.
• Creating and maintaining relationships with venders/suppliers
• Making professional decisions in a fast-paced environment
• Maintaining purchase records and other important data
• Developing plans for purchasing services, and supplies
• Ensuring that the services/products and supplies meet quality standards
• Creating and maintaining the project asset register.
Maintaining and updating a list of suppliers
•​Record purchase requisitions (PRF), check signatures, produce quotations and carry out a signed comparative analysis.
•​Preparing and managing calls for tender
•​Ensuring the availability of goods from suppliers and the best value for money.
•​To ensure that the goods purchased meet Help's quality and ethical purchasing standards.
•​Ensuring the correct delivery of goods to Help warehouse.
•​Check the goods delivered by the supplier (correct quantity, correct article quality before receipt) in consultation with the applicant or his legal representative.
•​To carry out all purchases of goods and merchandise for projects in accordance with Help's quality standards, prices and purchasing procedures.
•​Request samples as soon as necessary and submit them for validation by a technical manager of the requesting projects.
•​Carry out constant market research to ensure that the database of suppliers and prices is updated at least once every three months / purchase materials and equipment / market research / ensure that goods purchased meet Help's quality and ethical purchasing standards / ensure best value for money.
•​Monitoring contracts and framework agreements and their development to ensure they are renewed on time.
•​Drafting of a short monthly report on the supply situation and major problems.
•​Takes part in the organization of calls for tenders in terms of the administrative file.
•​Participation in the tender evaluation panel
•​Organise procurement records in accordance with the organization’s standards (purchasing documents, orders, transport documents, price lists and suppliers, etc.).
•​Archiving and sharing documents in the cloud.

Qualifications and Experience

Qualifications and Experience
Required Qualifications
• Bachelor’s Degree in purchasing and supply or related fields, specialized in procurement and logistics or related field with relevant work experience.
• Minimum of 3 years of work experience in a similar role.
• Nice to have: Possession of a professional qualification in Purchasing and Supply Chain Management or registration with a relevant professional body.
• Specific experience working under USAID is a clear asset

How to Apply

Submission of applications:
Interested candidates should send their CV and applications to: [email protected]
Deadline for applications: 04/10/2024.
We thank all applicants; however, only short-listed candidates will be contacted for interviews