Job Description 

About Atfaluna Society for Deaf Children (ASDC):

Atfaluna Society for Deaf Children (ASDC) is a local NGO, established in 1992 in Gaza City, in order to help persons with hearing disability in the Gaza Strip to have their chance in life through education, rehabilitation, and job training and employment opportunities.  From its establishment as a small school for the students with hearing disability serving 27 pupils in 1992, Atfaluna now serves more than 40,000 persons with and without disabilities annually through a multitude of interventions and training programs implemented within a holistic and right-based and inclusive approaches involving children and adults with without disabilities, their families, service providers organizations, and the community-at-large.

Atfaluna Society for Deaf Children, located in Gaza City, is inviting applications from qualified person for the post of Procurement Coordinator in Southern Area

Role purpose:

Responsible for effective procurement support to all ASDC’s procurement requirements. The Procurement Coordinator is fully accountable that all procurement support is carried out according to agreed procurement plans and requests, and procurement systems, procedures and policies. S/He is responsible for vendor and contract management to easy the operational buying process and for supplier’s onboarding and supplier relationship. Monitor market trends, carry out due diligence checks, negotiations. Work sometimes as operational buyer when the need arises. The Coordinator will also support ASDC’s with:

• Ensure good management of organizational contracts and setting up of Framework; agreement for goods and services for programmers needs to deliver the outstanding results for beneficiaries;
• Ensuring best value for money is achieved through competitive and transparent procurement processes;
• Ensuring timely renewal/extension of all existing contracts before the expiration period; 

SCOPE OF ROLE:

Reports to:  ASDC’s Director

KEY AREAS OF ACCOUNTABILITY:

Procurement Management:

• Receive and check for clarity and approval of all procurement requests from various departments.
• Support the wide procurements in a timely and cost-effective manner. 
• Ascertain specifications, financial codes and appropriate authorization on procurements.     
• Support to the field offices in terms ensuring that all the procurements are conducted as per the approved procurement plans, as well as abiding by the different donor procurement guidelines.
• Participate in tender evaluations and present the reports to the Procurement committtee.
• Support in tendering processes by issuing out bids to interested bidders.

Reporting and Documentation:

• Maintaining and updating the procurement tracker regularly and share it on a weekly basis.
• Review and update the procurement status update weekly to keep the program teams updated with the status of their procurements.
• Ensuring a proper filing system through the use of e-filling system for all the procurement related documents.

Vendor/Supplier Relationship Management:

• Provide feedback to various vendors on their performance regarding order fulfilment.
• Coordinating with vendors to ensure flexibility in terms of delivery while handling emergency procurements.
• Dialogue with vendors to ensure compliance to quality standards as per the ASDC’s standards.

Order management:

• Regular follow up with suppliers to ensure timely delivery of supplies and services.
• Providing weekly updates to the various programs on the status of the procurement being handled through sharing the weekly status updates.
• Proactively track all orders issued out to vendors and ensuring deliveries are made with in the shortest time possible.

BEHAVIOURS (Values in Practice) 

Accountability:

• Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling ASDC’s values.
• Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.

Integrity: honest, encourages openness and transparency; demonstrates highest levels of integrity. QUALIFICATIONS: A B.A in Business Administration or related field. EXPERIENCE AND SKILLS Minimum of 1 years of relevant experience working in procurement, preferably in an NGO/and/or development program, with in depth experience in managing procurement processes. Strong knowledge and experience of implementing procurement processes, driving contract compliance and embedding buying best practice. Excellent supplier management skills and a strong ability to hold suppliers accountable to deliver on their responsibilities. Knowledge of NGO/Donor policies and their compliance requirements in respect of Procurement and wider supply chain activity. Strong interpersonal and communication skills including influencing, negotiation and coaching. Excellent organizational skills, with the ability to juggle multiple tasks with competing priorities and simultaneously stick to deadlines, whilst maintaining relationships with suppliers and customers. Excellent reporting skills, particularly the ability to quickly develop clear and concise delivery tracking, scheduling or pricing while contributing to monthly KPI reports. Willingness to undertake field travel as required and work in difficult environments according to travel environments. Excellent oral and written communication skills; fluency in spoken and Demonstrated good knowledge in English. Commitment to and understanding of ASDC’s aims, values and principles. Procurement system experience Effective interpersonal skills - oral and written communication skills