Procurement Officer

Position: Procurement Officer

Reports to: Human resources and Operations Manager

Location: Dar es Salaam

Job Summary:

The Procurement Officer will be responsible for managing the procurement activities of the project in compliance with CIHEB Tanzania policies & internal procedures as well as USAID  rules & regulations. This position ensures that all goods and services required for office operations and project implementation are procured efficiently, transparently, and in accordance with applicable laws and guidelines.

The Procurement Officer will play a key role in supporting the overall success of the project by managing the procurement cycle from planning to contract administration, while maintaining a high standard of accountability and ethics in all procurement-related activities.

Key Responsibilities:

Procurement Planning & Management

• Develop and implement procurement plans in alignment with project goals and timelines.
• Coordinate with project team members to identify procurement needs and ensure timely delivery of goods and services.
• Maintain and update the procurement tracker to monitor progress and resolve delays.

Compliance & Policy Adherence

• Ensure that procurement activities comply with USAID regulations, policies, and procedures, as well as with local laws and the organization’s procurement manual.
• Maintain documentation to ensure full audit trail and compliance with USAID and internal audit requirements.
• Monitor changes in USAID procurement policies and advise project leadership on necessary updates or adjustments.

Vendor Management

• Identify, evaluate, and select qualified vendors and suppliers based on technical, financial, and logistical criteria.
• Obtain quotations, negotiate prices, and recommend vendors for approval.
• Maintain effective communication with vendors to ensure the timely and accurate delivery of goods and services.
• Manage vendor contracts, ensuring they are executed according to agreed terms and conditions.

Procurement Documentation & Reporting

• Draft and maintain procurement contracts, purchase orders, and related documents.
• Prepare and submit regular procurement reports to the Human Resources and Operations Manager, as required.
• Ensure proper filing and organization of procurement records for future reference and audits.

Procurement Logistics & Delivery

• Oversee the delivery and receipt of goods and services to ensure they meet the specifications, quality standards, and timelines.
• Coordinate with logistics and warehouse staff to ensure the smooth handling of inventory, including proper documentation of receipts and deliveries.

Collaboration & Stakeholder Engagement

• Collaborate with technical and programmatic teams to ensure timely and efficient procurement of needed materials and services.
• Provide training and guidance to project staff on procurement processes and best practices.

Risk Management

• Monitor potential risks in procurement process and implement mitigation strategies to avoid delays or issues.
• Proactively resolve procurement-related challenges in a way that minimizes project disruptions.

Ethical Standards and Integrity

• Maintain high ethical standards in the procurement process, ensuring transparency and fairness in all activities.
• Report any fraud, waste, or abuse in the procurement process to the appropriate authorities.

Qualifications:

Education:

• Bachelor’s degree in business administration, Supply Chain Management, Procurement, or a related field.
• Certification in procurement or supply chain management (e.g., CPP, CIPS) is an added advantage.
• Knowledge and/or Training of USAID Rules and regulations in procurement planning and execution

Experience:

• Minimum of 5 years of experience in procurement, preferably with donor-funded projects.
• Proven experience in procurement planning, managing contracts, and dealing with vendors and suppliers.
• Familiarity with USAID procurement regulations (FAR, ADS 302, etc.) is highly desirable.

Skills:

• Strong negotiation skills and ability to manage multiple tasks and deadlines.
• Excellent written and verbal communication skills in English.
• Proficiency in MS Office (Excel, Word, PowerPoint) and experience with procurement management software.
• Attention to detail and high level of organizational skills.
• Ability to work in a team-oriented, cross-functional environment.

Additional:

• Ability to work in a fast-paced environment and handle multiple competing priorities.
• Strong ethical standards and commitment to transparency and accountability.

Instructions for Submitting Applications:

• All applications should be submitted electronically to: HR@cihebtanzania.org
• All applications should include a cover letter that details one’s suitability for the job highlighting key functional areas, expected qualifications, and experiences.
• Candidates should attach a CV/Resume that highlights one’s key achievements in areas relevant to the job.
• Job-related qualifications and experience are the basic minimum requirements that each applicant must meet to be considered for interviewing.
• Applications should include 3 references that are familiar with applicant’s work experience. References should include contact information including daytime phone, and e-mail address.
• All applicants should include daytime phone and email contact information.
• The deadline for application is 23^rd December 2024 at 5:00PM EAT. Applications received after the deadline will not be considered.

CIHEB Tanzania is an equal opportunity employer and encourages all qualified persons to apply regardless of gender, religion, ethnicity, or any other status variable.

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