Procurement and Compliance Officer

الوصف الوظيفي

JD #:HR/JD/D3-003
Position Title: Procurement and Compliance Officer
Reports to: Chief Executive Officer - CEO

Supervises:

Role Summary

The general purpose of this position is to handle the responsibility of buying the requisite service or goods needed by PalTrade for both the internal use and for events and activities while taking into consideration minimizing costs.

The Procurement and Compliance Officer is responsible of preparing contract specifications, developing and managing appropriate procurement strategies to provide value for money on a wide variety of works, services and supplies contracts to the department's objectives and donors' requirements.

Job Settings

Location: Ramallah with extended services to Gaza Office

Settings: Office with need to travel on ad-hoc basis

Responsibilities

Procurement

Coordinate operational aspects of the PalTrade office programs, liaising with finance and program teams, to facilitate delivery of overall PalTrade goals and activities.
Manage the office’s local procurement process in a transparent manner, including bid preparation and solicitation, and contract preparation. Issue amendments to quotations and proposals, as needed.
Coordinate the preparation of the procurement documents, utilizing sound procurement practices, while adhering to PalTrade’s Procurement Policy and donor regulations prior to issuing the purchase order/agreement to external party.
Prepare contract or purchase order for winning vendors and/or service providers.
Review, evaluate, and approve specifications / quality of received goods or services.
Maintain organized files for procurement activities, including paper and electronic files.
Maintain and update the master procurement tracker of all procurements, and report as needed.
Maintain contact databases and maintain preferred vendor list.
Lead the process of the annual physical inventory, as required.
Prepare and follow-up on receiving Zero VAT approvals from the Ministry of Finance for procurements as needed.
Support the communication, coordination, and logistics with partners and contractors on meetings, workshops, events, etc.
Make travel arrangements for operations, as needed.
Process travel expenses in coordination with the finance team.

Compliance

Ensure full compliance with PalTrade and donors’ policies, procedures, rules and regulations and share with PalTrade staff.
Ensure program compliance to donors’ policies and regulations regarding - but not limited to - branding, marking, vetting, visas, permits, contractual procedures and systems.
Support the finance team in the compilation of monthly sub-award reporting, as needed.
Support the development and initiate the guidance for general implementation of projects and related activities in collaboration with PalTrade managers and relevant staff.
Contribute procurement, financial, and contractual administrative input into reports.
Participate in the development of annual work plans and related budgets.
Other duties as requested by the direct supervisor to ensure the efficient implementation of the department's role.

Relationships and Roles

Cooperate and coordinate with all PalTrade staff members.
Continuously coordinate with the Finance Department.
Build trust, communicate effectively, drive execution and foster innovation.
Focus on suppliers and vendors relationships.
Solve problems creatively and demonstrate high integrity and transparency.
Maintain professional internal and external relationships that meet PalTrade's core values.

Job Specifications


Experience

Minimum Five years working experience in procurement management.
Hands-on experience of at least one year with donor-funded projects and compliance regulations.

Education

University Degree (B.A.) in business administration.
International certification in Procurement Management or Supply Chain Management is a plus.
Training or on-the-job training on compliance issues.

Key Competencies

High organizational and planning skills.
High negotiations skills.
Loyalty, integrity and transparency.
Knowledge of the Palestinian service providers and suppliers.
Good analytical and communication skills.
Adherence to deadlines and regulations.
Attention to details and decision making.

Vacancy Deadline: 2017-02-16