Procurement Officer

Job Summary

The Procurement Officer is responsible for all aspects of procurement operations within the organization, from planning and execution to monitoring, aiming to ensure the organization's needs are met in an organized and efficient manner. This includes developing and implementing procurement strategies, negotiating with suppliers, and managing day-to-day procurement operations including payment processes, with a focus on policy compliance and process improvement to enhance efficiency and effectiveness.

Candidate Profile

Responsibilities

• Review and verify receipt of detailed technical specifications and quantities from requesters before issuing procurement activities to ensure the accuracy of the quality and quantity of required items.
• Conduct market research for potential suppliers when needed to ensure selection of the best service providers, and choose the best suitable suppliers based on the number of required quotations, sending tenders to them and setting a deadline for receiving offers to ensure obtaining the best prices.
• Monitor vendors regarding pricing, product availability, and order tracking to ensure timely delivery, ensuring beneficiaries receive the best service at the right time and place, and interact with suppliers daily to resolve contractual and delivery issues while maintaining good relationships.
• Coordinate with the Finance Department to avoid discrepancies, agree on contract payment terms and other supporting financial documents to align with PCRF financial policies, and ensure the preparation and timely submission of payment requests with all required documents and approvals to the Finance Department.
• Supervise and monitor all ongoing contracts, track their deadlines, and support the issuance of administrative, timing, and financial amendments as needed, including reserving contract serial numbers, preparing, reviewing, signing them, and ensuring contracts are signed by suppliers and management with copies sent to suppliers to document agreed terms.
• Prepare advertisements, requests for quotations/proposals, invitations to tender, and newspaper ads with all details, coordinating their timely manual or email submission and publication by communicating with multiple newspapers.
• Complete all necessary tendering documents and details, deliver tender booklets, receive tenders, ensure tender entry guarantees, schedule meetings for clarifications, and send all tender details to the tender committee for review, approval, and comments to avoid technical errors.
• Prepare and manage the process of receiving, opening, and evaluating tenders/proposals, including forming a tender opening committee, organizing its meetings, receiving any samples or catalogs, and preparing evaluation documents, price analyses, contracts, and agreements.
• Form a special committee to analyze submitted quotations, evaluate them carefully, and send them to specialists if technical aspects are involved; analyze quotations from financial and technical perspectives, share with the analysis committee for approval, and provide comments or observations to ensure optimal procurement decisions.
• Make final decisions on offers based on the quotation analysis and conduct OFAC checks.
• Prepare and respond to supplier inquiries regarding submitted quotations to clarify any confusion they may have.
• Send award or regret emails to suppliers based on tender results, request VAT exemptions for procurement operations, and monitor VAT exemption documents as needed.
• Prepare service/product receipt reports to document compliance with required specifications and quantities, coordinating the receipt between beneficiaries, specialists, and the Operations and Procurement Department.
• Maintain appropriate procurement records (digital and paper) to document processes, decisions, and contracts accurately for accountability, audit, and compliance purposes.
• Collaborate with team members and the Procurement Manager to perform all assigned tasks and work with a team spirit to ensure department efficiency.
• Conduct necessary training for each new employee in the Procurement Department to ensure understanding of PCRF procedures and enhance performance, in coordination with the Procurement Manager.
• Handle sensitive and confidential information professionally.
• Make professional decisions in a fast-paced environment in consultation with the department manager.
• Implement any additional tasks requested by the direct manager.

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Qualification

• Bachelor’s degree in Business Administration, Supply Chain Management, Logistics, or a related field.
• Minimum of 5 years of experience in procurement, supply chain, or logistics.
• Excellent verbal and written communication skills in both English and Arabic.
• Proficiency in procurement and data management tools, including Excel and other relevant platforms.
• Strong organizational and analytical skills with the ability to manage multiple procurement processes efficiently.
• Proven problem-solving skills with strong attention to detail and accuracy in handling procurement documentation and vendor communications.