Key Responsibilities
A. Procurement Processing and Administration
- Receive, review, register, and manage purchase requests, RFQs, RFPs, tenders, and other procurement requests.
- Review procurement requests and supporting documentation to ensure compliance with applicable procurement procedures, approval requirements, specifications, budget availability, and procurement thresholds.
- Provide procurement guidance and advice to requesting sectors on procedures, requirements, documentation, and applicable procurement methods, ensuring the selection and application of the appropriate method in accordance with LRC procurement policies and procedures.
- Coordinate with requesting sectors to clarify specifications, quantities, delivery requirements, technical requirements, and other procurement-related information.
- Prepare and maintain procurement documentation, including comparative tables, evaluation documents, bid opening records, award recommendations, waivers, and related approvals.
- Prepare and coordinate the issuance of Purchase Orders, contracts, Framework Agreements, and other procurement documents.
B. Tendering and Evaluation
- Manage procurement processes, including RFQs, RFPs, limited competition, and tenders, from initiation through award and Purchase Order/contract issuance, in accordance with LRC procurement policies and procedures, including preparing and issuing solicitation documents using approved templates and coordinating their communication to eligible suppliers.
- Coordinate bid receipt, opening, clarification, evaluation, and documentation processes.
- Support and coordinate technical and financial evaluations with relevant evaluation committees and requesting sectors.
- Review evaluation documentation to ensure that the approved evaluation criteria are properly applied and documented.
- Prepare comparative analyses and award recommendation documents for review and approval.
- Ensure confidentiality, fairness, equal treatment of bidders, and proper segregation of duties throughout procurement processes.
- Coordinate partner/donor validation and quality control requirements where applicable.
C. Supplier Management
- Manage supplier communication throughout the procurement process while maintaining fairness and transparency.
- Support supplier identification and market research to improve competition and value for money.
- Review supplier registration documents and support supplier due diligence processes.
- Maintain and update supplier databases and records.
- Monitor supplier performance and coordinate with relevant sectors regarding delivery, quality, contractual compliance, and performance issues.
- Identify potential supplier risks and escalate significant concerns to Procurement management.
D. Procurement Tracking and Reporting
- Maintain accurate and up-to-date procurement trackers and databases, ensuring accurate and timely recording of procurement data in the relevant tracking tools.
- Monitor procurement timelines, pending actions, bottlenecks and escalating delays were required.
- Prepare regular procurement status reports and management updates.
- Monitor procurement timelines, follow up on pending actions, identify bottlenecks, and escalate delays as required.
- Support the preparation of procurement plans and periodic procurement performance reports.
- Provide procurement data and supporting documentation for management reviews, donor reporting, audits, and internal controls.
E. Compliance, Filing and Document Management
- Ensure that procurement activities comply with LRC procurement policies, procedures, approved thresholds, donor requirements, and applicable internal controls.
- Review procurement files to ensure that all required approvals, quotations, bids, evaluations, waivers, contracts, Purchase Orders, and supporting documents are complete.
- Maintain complete and organized electronic and physical procurement files in accordance with approved filing structures and naming conventions, while supporting electronic archiving and the implementation of procurement systems and digitalization initiatives.
- Ensure procurement records are complete, properly filed, and readily available for audits, donor reviews, and internal controls
- Identify compliance gaps or missing documentation and follow up with relevant stakeholders to ensure timely completion.
- Escalate procurement risks, exceptions, conflicts of interest, or potential non-compliance to Procurement management.
F. General Procurement Support and Advisory
- Support market research and supplier identification for goods, services, works, and specialized requirements.
- Contribute to the development and improvement of procurement tools, templates, procedures, and workflows.
- Support procurement-related meetings, including preparation of documents, agendas, and minutes when required.
- Assist with urgent/emergency procurement activities in accordance with approved procedures.
- Contribute to procurement planning, supplier strategy, framework agreements, and other initiatives aimed at improving efficiency and value for money.
- Perform other procurement-related duties assigned by the Procurement Director or Procurement Deputy Director.
Function Specific Experience
- Previous professional experience in procurement, supply chain, logistics, or a related field.
- Experience managing RFQs, RFPs, tenders, supplier selection, and procurement processes.
- Good knowledge of procurement principles, procedures, and internal controls.
- Good knowledge of Microsoft Office, particularly Excel and Word.
- Experience with ERP or procurement management systems is an advantage.
- Strong analytical, organizational, and document-management skills.
- Good written and verbal communication skills.
- Ability to manage multiple procurement processes simultaneously and meet deadlines.
- Ability to work independently and coordinate effectively with multiple stakeholders.
- High level of attention to detail, accuracy, and integrity, with the ability to maintain confidentiality when handling procurement information.
Industry Related Experience
- Experience in similar volunteer-based organizations or humanitarian organizations is preferred