Procurement Associate at GOALPrime Organization Nigeria (GPON)

Reporting to: Supply Chain Coordinator, GOALPrime Organization 

Contract Nature:  Temporal Appointment 

Job Summary: 

The Procurement Associate is responsible for managing the procurement process, ensuring that all goods and services are purchased in a timely, efficient, and cost-effective manner while adhering to organizational and donor regulations. The role involves coordinating with various departments, suppliers, and stakeholders to meet the needs of the organization. 

Key Responsibilities: 

Summary of Key Functions:

•  Procurement services (for GPON at the request of other Agencies)
•  Implementation of procurement
• Facilitation of knowledge building and sharing procurement/travel services

Procurement services (for GPON at the request of other Agencies)

• Manage and guide procurement processes for GPON.
• In collaboration with stakeholders, prepare procurement plans for GPON and its units. Monitor and follow up on its implementation. Keep stakeholders informed for timely action. Organize and/or initiate the procurement processes including the preparation and conduct of RFQs, ITBs or RFPs, receipt and evaluation of quotations, bids or proposals, negotiation of certain conditions of contracts.
• Prepare TORs and specifications for procurement activities.
• Ensure all required clarifications and clearances are obtained from GPON’s Office of Procurement and Legal Services prior to contracting. Seek guidance or advice from the Office of Procurement and Legal Services to ensure accuracy and propriety in contracting.
• Prepare purchase orders and contracts, recurring purchase orders for contracting of services,
• Provide advice on procurement policies and procedures to clients and stakeholders.
• Review procurement proposals; prepare submissions and analysis and present procurement proposals to the Contract, Asset and Procurement Committee (CAP), and the Advisory Committee on Procurement (ACP). Respond to clarifications.
• Negotiate fees with consultant and prepare contracts and other required documents.
• Timely preparation and dispatch of Purchase Orders, correction of any exceptions/errors.
• Prepare annual procurement reports.
• Collaborate with counterparts in the HST, FST and Directorate in monitoring contract milestones to ensure they are achieved and delays in performance are minimized. Alert stakeholders (GPON) of any cost or time overrun.
• Business unit mapping and elaboration of the content of internal Standard Operating Procedures (SOPS) in Procurement and Logistics, in consultation with the Chief, BSC
• Process travel and expenditure claims;
• Processes communications invoices and settlement of personal use of equipment with users;
• Collects personal reimbursements and deposits appropriately with GPON Treasury.

Implementation of procurement

• Develop and manage the roster of suppliers and consultants.
• Daily update and maintenance of GPON’s procurement database.
• Administer the process of supplier selection, evaluation, quality and performance measurement mechanisms.
• Keep track and maintain a record of evaluations of best suppliers that meet GPON standards for good procurement services and practices.

Facilitation of knowledge building and sharing in procurement/travel services

• Organize and conduct training on procurement and travel processes for GPON staff for better compliance with GPON rules and regulations.
• Provide training and guidance on GPON travel policy and processes.
• Capture and synthesize lessons learned and best practices.
• Contribute to establishing knowledge networks and communities of practice through active collaboration and participation in procurement services’ meetings, learning events, and activities.

Compliance and Risk Management: 

• Ensure that all procurement activities are conducted in an ethical and transparent manner. 
• Identify and mitigate potential procurement risks, including supply chain disruptions and non-compliance issues. 
• Conduct regular reviews of procurement processes and practices to identify areas for improvement. 

Capacity Building: 

• Provide training and support to staff on procurement policies, procedures, and best practices. 
• Stay updated on industry trends and best practices in procurement and supply chain management. 

Impact of Results

The transparent, timely, and efficient administration of procurement services on behalf of clients directly impacts cost-effective procurement and consequently establishes the credibility of GPON as an effective service provider in procurement.

Qualifications and Experience: 

• Bachelor’s degree in Business Administration, Supply Chain Management, or a related field. 
• At least 3 years of experience in procurement, logistics, or supply chain management, preferably in a humanitarian or development context. 
• Strong knowledge of procurement principles, practices, and regulations. 
• Proficiency in procurement software and Microsoft Office applications. 
• Excellent negotiation, communication, and interpersonal skills. 
• Ability to work effectively in a fast-paced and dynamic environment. 
• Strong organizational and time management skills. 

Key Competencies: 

• Attention to detail and accuracy in processing procurement documents. 
• Ability to manage multiple tasks and prioritize effectively. 
• Strong problem-solving and decision-making abilities. 
• Integrity and ethical conduct in all procurement activities. 
• Flexibility and adaptability to changing project needs and priorities. 

Salary and conditions: In accordance with GPON Terms of Employment. The income will be subject to statutory deductions as per applicable Nigerian laws. The employee is responsible for the tax returns.

Equal Opportunity:

GOALPrime Organization Nigeria is an equal opportunity employer and encourages applications from qualified individuals regardless of race, religion, gender, or disability.

Confidentiality:

All information provided by applicants will be kept confidential and used for recruitment purposes only.