Title: Procurement Officer
Reports to: Human Resources and Administrative Manager
Supervision: Not applicable
PRIMARY FUNCTION:
The Procurement Officer is responsible for effective management of the procurement function through acquisition of goods and services at quality standards, at lowest possible cost, while adhering to CRS and Donor Procurement Policies and Procedures.
Responsibilities include identifying sources of goods, equipment and services, negotiating prices, documenting the entire purchasing process, contracting, and verifying delivery as per contract terms.
KEY WORKING RELATIONS:
Internal: CRS Vietnam staff
Procurement and admin staff in the region
HQ purchasing department staff
External: Suppliers/Vendors of goods/services, CRS partners, INGOs.
SPECIFIC DUTIES AND RESPONSIBILITIES:
I.BUDGETING
- Review availability of required items with vendors, consolidate price information for budgeting and planning purposes.
- Create database of vendors
II.PROCUREMENT
- Review Purchase requests for Goods and Services, such as requirements specifications, delivery timeline, etc..., and send out Request for Quotations or invitation to tender to suppliers.
- Ensure clear communication of specifications with suppliers of goods and services. Receive quotations and compare specifications based on criteria. Negotiate for price reduction (terms and quality) where possible and prepare bidding comparison report. Ensure fair and free competition, and full transparency of the process.
- Based on approved bidding comparison report, prepare Local Purchase Orders or confirm with HQ Procurement whenever necessary.
- Prepare contracts and agreements as needed, ensure the term and conditions are strictly complied with CRS procurement policies and procedures.
- Follow up on delivery of goods and services, quality and other terms and ensure suppliers comply with contract terms.
- Inform requesting employees of delivery of goods and preparation of Goods Received Note.
- In coordination with requesting employee and technical person, inspect quality/quantity of goods and services. Make sure the requesting employee sign on Goods Received Note to verify goods have been received.
- Receive invoices from suppliers and attach Goods Received Note for payment processing.
- Based on agreed criteria, carry out supplier performance appraisal (after delivery of supplies or works) and propose ratings. Ensure that listings of approved service providers and vendors are kept up-to-date.
- Provide the orientation on CRS procurement procedures to new staff. Update staff on CRS and donor policies and procedures on procurement.
- Ensure that all procurement process are governed by the highest standards of personal and business conduct as stipulated in CRS Procurement Policy Guidelines.
III.SUPPORT FOR PARTNER
- Provide the orientation on CRS procurement to CRS partners as required
- Support CRS partners on procurement to ensure the procurement guidelines are properly applied.
IV.OTHER TASKS
- Ensure proper filling of procurement documents for record and audit trail by creating individual files for all inventoried property
- Prepare consultants’ contracts.
- Perform other administrative tasks as requested by the CR and HR& Admin Manager
QUALIFICATION AND EXPERIENCES:
- University Degree or equivalent.
- At least 3 year professional experience in administrative/accounting/procurement position.
- Experience in INGO or international organizations is preferable.
- Mature, ability to work independently, as well as in the team.
- Good spoken and written English.
- Computer proficiency in Word, PowerPoint, Excel, and Outlook.
- Good communication, interpersonal and negotiation skills
- Commits to integrity
- Good analytical skills with ability to make sound judgment and decisions
Application should be sent to:
Human Resources Manager, Catholic Relief Services, No 1 Alley 7, Nguyen Hong street, Ba Dinh District, Ha Noi.
Or email: [email protected] [1]
Deadline for applications: October 5, 2012