Job
Description
1. Develop and implement effective procurement strategies to acquire goods and services required by ACA and its units 2. Conduct all procurement related tasks as per the approved procurement policies, processes and guidelines. 3. Manage the Request for Quotation (RFQ) / Request for Proposal (RFP) process including baselines price survey methodologies as per the approved framework for the assigned categories. 4. Preparation of Procurement Committee submission documents to ensure their comprehensiveness to allow an informed decision-making process 5. Facilitate Purchasing Committee meetings and ensure that proper documentation is maintained at the right time. 6. Manage purchase orders (POs), ensure timely processing, and track order status. 7. Advice management regarding any challenges / risks / impractical guidelines. Procurement Planning 1. Ensure that procurement strategies are aligned with organizational goals and budgets. 2. Forecast and manage purchasing needs based on all the units of ACA requirements. 3. Advise and seek approval of internal teams of modifications from original requests as and when necessary. 4. Facilitate across all parties the timely resolution of issues that could impact meeting the needs of the requestor and communities. 5. Identify alternative supply sources for materials/services not under contract. 6. Ensure safe delivery and receipt of ordered materials. 7. Resolve conflicts with deliveries and suppliers. Vendor Management 1. Identify, evaluate, and select suppliers based on quality, price, and delivery performance. 2. Establish and maintain strong relationships with vendors to ensure reliable and sustainable supply chains. 3. Conduct supplier performance reviews and address any issues promptly. 4. Accurately complete the master data management form (or contract/supplier register) 5. Monitor and complete contract close-out, renewal or retender, as appropriate for the assigned commodities. 6. Ensure that contractual conditions and performance indicators are understood by the suppliers. 7. Identify resolve or escalate contract-related issues both internally and externally. 8. Analyze supplier performance based on customer feedback information other sources and coordinate with supplier for improvement. Purchase Management 1. Prepare and process purchase orders, ensuring accuracy and completeness. 2. Monitor orders and deliveries to ensure timely fulfilment of requirements. Compliance and Reporting 1. Maintain accurate procurement records, including purchase orders, invoices, and supplier details. 2. Ensure compliance with organizational policies, ethical standards, and legal regulations. 3. Prepare regular reports on procurement activities, spend analysis, and vendor performance. Collaboration and Communication 1. Work closely with internal departments (e.g., finance, operations, and project/unit teams) to understand procurement needs. 2. Communicate procurement updates and potential risks to the management. Key Skills and Competencies: 1. Negotiation: Experience in negotiating contracts and securing the best value for goods and services. 2. Vendor Management: Ability to build and maintain strong supplier relationships, resolve disputes, and ensure performance standards are met. 3. Compliance and Risk Management: Knowledge of procurement regulations, company policies, and risk mitigation strategies. 4. Project Management: Experience in handling multiple procurement projects, managing timelines, and coordinating between departments. 5. Fluency in written and spoken English and speaking in local vernacular languages are an added advantage. 6. Computer aptitude and experience in advanced MS Office Excel, Word, PowerPoint.
