A Leading NGO in Ramallah has an opening for an Senior Procurement Officer position

General Description

Support Finance & Operations Manager to ensure smooth and efficient running Ramallah Office, resources and services 

Duration:  One year with the possibility of Extension 

Workstation: Ramallah, Palestine  

Procurement Role:

• Maintain an effective office information management and communication process using proper records management procedures. Ensures immediate and effective analysis and response to all office communication including telephone communication, emails, fax and letters.  
• Assist and train program staff as needed to create clear and understandable purchase requests and other documentation.
• Take the lead on the procurement process that may include but not limited to; preparation of items specificationsin coordination with different departments, tender document, newspaper advertisements, collection of bids, organizing bids analysis, contracting suppliers and follow up the delivery, installation and training as may be needed.
• Collect quotations and bids from the market for PRs as assigned by line supervisor and the organization’s standards and format 
• Ensure that all organization’s procurement is in accordance with its procurement procedures and donor’s regulations.
• Interact with vendors when they are interested with the tender document and when they submit their bids. 
• Interact with vendors during the collecting of quotations and ensure that vendors understand organization’s forms 
• Facilitate the logistics and coordination for the bid evaluation committee by : (i) arranging venue and the timing of bid opening, (ii) preparing necessary bid evaluation packages (bid documents, proposals, evaluation sheets etc.) and distribute them to evaluation panel members, (iii) attend bid evaluation meetings as a note-taker and keep the minutes of the meetings, and (iv) provide other necessary technical support to facilitate the procurement, Issue POs and enter the relevant invoices in Netsuite System with proper allocation to the project, budget, and budget line. 
• Ensure that the delivered items meet the required specification and criteria.
• Ensure that the correct documentation is obtained and archived according to the organization’s financial and procurement procedures, and to comply with local and donor’s regulations e.g. taxation, duties clearance, etc.
• Regularly review and update the procurement plan.
• Ensure the collection and the filling of bank grantees/ bank cheques where applicable and per the contract terms and conditions.
• Perform any other reasonable duties that are deemed necessary as assigned by the direct line manager.
• Discuss defective or unacceptable new goods or services with users, vendors and others to determine the causeof the problem and take corrective and preventive
• Manage vendor relationships and assist in building effective partnerships
• Responsible for buying materials, parts, supplies and equipment in a timely and cost-effective way; timely manner while maintaining appropriate quality standards and specifications
• Coordinate relationships with supplies and ensure that the organization receives competitive pricing
• Develop and review purchase requests and ensure authorization as necessary to facilitate the timely purchase
• Develop and update the organization’s preferred vendor list
• Liaise with finance & Operations Manager to ensure accurate and timely payment of invoices, as necessary for the business with the supplier

Comply with donor requirements:

• Ensure the necessary vendor documentation and compliance with donor specific requirements 
• Review all donor contracts to gain a complete understanding of the procurement and financial obligations associated with each donation.
• Coordinate with project staff to ensure full compliance with donor requirements of all activities. 
• All funds for a specific project need to comply with all donors’ requirements; this may include specific procurement rules and reporting of expenses. Examples of donor requirements include:
• Understanding of compliance requirements, including but not limited to USAID Mission Order 21, mandatory clauses, vetting, and other related obligations.
• Bidding thresholds and methods 
• Source and origin of products policies
• Implement other tasks as requested by the direct supervisor
• Assisting other staff as needed in preparation for large events, conferences, etc. 
• Regularly maintain and update procurement Manual