Job Role Insights

The Procurement Officer will provide technical support to the project through ensuring good procurement practices are followed in accordance to Jhpiego procedures and avail procurement services to clients in a professional and timely manner. S/he will contribute to the development of procurement plans. S/he will implement and maintain sound procurement system following the organization’s procurement policies and procedures to ensure integrity, smooth running and effective performance of the Program.

Responsibilities

• • Ensure Purchase Request are adequate, clear, specific and complete.
  • Check quality and availability of requested items and collect proformas accordingly.
  • Perform purchasing functions including:
    • Sourcing quotations and negotiating for prices, terms, delivery and after sale services with vendors,
    • Create/Prepare basis for vendor selection and where necessary forward to Jhpiego Baltimore for approval of procurement.
    • Raising LPOs and forwarding to vendors/suppliers
    • Follow up with vendors to ensure timely delivery of goods and services
    • Work with Jhpiego user department to determine specifications for goods and services
    • Ensure all steps involved in procurement process – distribution of quotation requests, collection of proforma invoices, delivery of Purchase Orders, collection of goods, obtaining Goods Receiving Note’s, and final submission of GRNs and receipts to Finance.
    • Responsible for reviewing completeness and accuracy of all documentation from product ordering to the actual delivered goods, confirming arrival of the right quantity and quality of delivered Jhpiego consignments.
    • Work closely with the Procurement Manager and Director of Finance to ensure timely procurement and proactively identify gaps and make suggestions for improvement.
    • Track the progress of orders using my. Jhpiego as necessary and clarify any missing or questionable information received from client.
    • Maintain procurement tracking sheet offline or in my. Jhpiego intranet, ensure the tracking sheet is updated with the current procurement status.
    • Ensure user/client is frequently informed on the status of their order/ requisition and is updated in my. Jhpiego.
    • Ensure appropriate vendor management and coordinate timely payment to all vendors.
    • Prepare analysis of bids, compile bid documents for review by the purchasing committee and assist in setting selection criteria.
    • Maintain and update purchase register and ensure that the request for quotations, bid analysis etc. are prepared according to Jhpiego’s Tanzania procurement standards.
    • Maintain an up-to-date vendor list of classified suppliers e.g. stationery, hardware, tools, furniture, equipment etc. and make it available upon request.
    • Regularly update (bi-annually) suppliers’ price data and refer to same in support of finance & operations procurement analysis & budgeting.
    • Prepare payment request and follow up on collection/ delivery of checks where relevant.
    • Work with Finance Unit to process settlement to process settlement of all invoices received from vendors.
    • Ensure that itemized documentation (copy of voucher, invoices, receipts, purchase requests, purchase order receiving notes etc.) are established and maintained for each purchase.
    • Maintain VAT tracking and VAT refund tracking template and work closely with VAT focal person to ensure VAT utilization report is prepared and submitted to TRA
    • Work with VAT outsourced company if engaged or with staff VAT focal person to ensure that VAT exemptions form 220 are attached to every LPO forwarded for approval
    • Keep documentation related to donation/ handover of materials to third party. Give a copy of such documentation to finance for necessary adjustment on asset records.
    • Build the capacity of sub-grantees on procurement and supplies /equipment management.
    • Perform any other related duties assigned by immediate supervisor.

Required Qualifications

• • • Degree in Procurement and Supplies or related field and a minimum of two years of prior work experience in procurement functions.
    • Experience in logistics/supply chain management including supply planning and public health procurement commodities management desirable.
    • Ability to work comfortably with Microsoft Office software, specifically Word, Excel, Access and PowerPoint.
    • Diploma in Purchasing and Supply Management (CIPS preferred)
    • Minimum 3 years’ relevant experience (experience in USG funded international organizations an added advantage).
    • Member of a Procurement and Supplies Professional Technician Board e.g. PSPTB

Preferred Qualifications

• • A broad variety of administrative, office management and computer skills.
  • Experience in working in teams of multi-cultural backgrounds.
  • Be self-motivated, proactive and have a positive attitude to work, requiring minimum supervision.
  • Excellent organizational skills include the ability to handle a variety of assignments, sometimes under pressure of deadlines.
  • Be cooperative, hardworking, flexible & dependable.
  • Ability to communicate effectively, instilling trust and confidence.
  • Pleasant, warm and outgoing personality.
  • Excellent interpersonal and communication skills.
  • Be of high integrity and have a sense of confidentiality.
  • Be willing to take on extra responsibilities to achieve the goals/objectives set by the organization.

• Ensure Purchase Request are adequate, clear, specific and complete.
• Check quality and availability of requested items and collect proformas accordingly.
• Perform purchasing functions including: Sourcing quotations and negotiating for prices, terms, delivery and after sale services with vendors, Create/Prepare basis for vendor selection and where necessary forward to Jhpiego Baltimore for approval of procurement. Raising LPOs and forwarding to vendors/suppliers Follow up with vendors to ensure timely delivery of goods and services Work with Jhpiego user department to determine specifications for goods and services Ensure all steps involved in procurement process – distribution of quotation requests, collection of proforma invoices, delivery of Purchase Orders, collection of goods, obtaining Goods Receiving Note’s, and final submission of GRNs and receipts to Finance. Responsible for reviewing completeness and accuracy of all documentation from product ordering to the actual delivered goods, confirming arrival of the right quantity and quality of delivered Jhpiego consignments. Work closely with the Procurement Manager and Director of Finance to ensure timely procurement and proactively identify gaps and make suggestions for improvement. Track the progress of orders using my. Jhpiego as necessary and clarify any missing or questionable information received from client. Maintain procurement tracking sheet offline or in my. Jhpiego intranet, ensure the tracking sheet is updated with the current procurement status. Ensure user/client is frequently informed on the status of their order/ requisition and is updated in my. Jhpiego. Ensure appropriate vendor management and coordinate timely payment to all vendors. Prepare analysis of bids, compile bid documents for review by the purchasing committee and assist in setting selection criteria. Maintain and update purchase register and ensure that the request for quotations, bid analysis etc. are prepared according to Jhpiego’s Tanzania procurement standards. Maintain an up-to-date vendor list of classified suppliers e.g. stationery, hardware, tools, furniture, equipment etc. and make it available upon request. Regularly update (bi-annually) suppliers’ price data and refer to same in support of finance & operations procurement analysis & budgeting. Prepare payment request and follow up on collection/ delivery of checks where relevant. Work with Finance Unit to process settlement to process settlement of all invoices received from vendors. Ensure that itemized documentation (copy of voucher, invoices, receipts, purchase requests, purchase order receiving notes etc.) are established and maintained for each purchase. Maintain VAT tracking and VAT refund tracking template and work closely with VAT focal person to ensure VAT utilization report is prepared and submitted to TRA Work with VAT outsourced company if engaged or with staff VAT focal person to ensure that VAT exemptions form 220 are attached to every LPO forwarded for approval Keep documentation related to donation/ handover of materials to third party. Give a copy of such documentation to finance for necessary adjustment on asset records. Build the capacity of sub-grantees on procurement and supplies /equipment management. Perform any other related duties assigned by immediate supervisor.

• Ability to work comfortably with Microsoft Office software, specifically Word, Excel, Access and PowerPoint.
• Excellent organizational skills include the ability to handle a variety of assignments, sometimes under pressure of deadlines.
• Ability to communicate effectively, instilling trust and confidence.
• Excellent interpersonal and communication skills.

• Degree in Procurement and Supplies or related field and a minimum of two years of prior work experience in procurement functions.
• Experience in logistics/supply chain management including supply planning and public health procurement commodities management desirable.
• Diploma in Purchasing and Supply Management (CIPS preferred)
• Minimum 3 years’ relevant experience (experience in USG funded international organizations an added advantage).
• Member of a Procurement and Supplies Professional Technician Board e.g. PSPTB
• A broad variety of administrative, office management and computer skills.
• Experience in working in teams of multi-cultural backgrounds.
• Be self-motivated, proactive and have a positive attitude to work, requiring minimum supervision.
• Be cooperative, hardworking, flexible & dependable.
• Pleasant, warm and outgoing personality.
• Be of high integrity and have a sense of confidentiality.
• Be willing to take on extra responsibilities to achieve the goals/objectives set by the organization.