Procurement Officer | Job at Church World Service (CWS) – 2024

Overview

Job Title: Procurement Officer

Job location: Kasulu – Kigoma, Tanzania

Answers to/ Reports to: Procurement Manager

Supervises: None

The Division: Church World Service Africa

Job Department: Administration, Procurement

The Team: Procurement

Level of Grade: Grade 5, Officer, National

Job closing date: November 5, 2024

Church World Service (CWS)

 

 

 

An Introduction:

The Church World Service (CWS) is a non-profit, faith-based organization that transforms communities throughout the world by providing just and sustainable solutions to hunger, poverty, displacement, and disasters. CWS does not discriminate based on race, color, religion, sex, national origin, gender identity, genetic information, age, handicap, or veteran status when hiring or providing services.

 

 

The Primary Purpose:

This position is largely responsible for the purchase and procurement of materials, equipment, and services. It ensures the purchase of high-quality, cost-effective materials, equipment, and services. The role is also responsible for keeping purchase records and providing appropriate documentation to Finance.

 

 

The key Relationships:

Internal to the CWS.

• Administrative Supervisor.
• Procurement coordinator.
• Procurement manager.
• Other team members from the Procurement, Finance, Administration, and Program divisions.

 

External:

• Customers.
• Vendors.
• Any other Partners in terms of his/her competencies.

 

The Working Environment:

• Work in an office or from home environment.
• The periodic field trips may be required.

 

 

The Responsibilities:

Procurement Administration and Data Management account for 40%.

• Make sure supply chain visibility by reporting on time and tracking procurement processes at all levels.
• Developing plans for purchasing equipment, services, and supplies.
• Implementing and executing the company’s procurement rules and processes.
• Comparing, reviewing, assessing, and approving products and services for purchase.
• To work with the Property Unit to ensure inventories and keep proper purchase and pricing records.
• To maintain and updating supplier information, including qualifications, delivery times, product ranges, and so on.
• To maintain strong supplier relationships and negotiating contracts.
• Research and assessing potential suppliers.
• Creating budgets, cost evaluations, and reports.
• Invoices are reviewed to verify complete paperwork (GRN, Invoice, Delivery Note, LPO) before being submitted to finance for payment.
• Creates (prepares) VAT and DUTY exemptions for Sectoral Ministry Tanzania Revenue Authority Form 220A.
• To participates in budget planning by gathering cost estimates for proposed items.
• To analyze incoming bids by preparing a complete study of the bid’s requirements for review during committee meetings.
• Creates (prepares) RFP reports for evaluation/tender committee assessment.
• Fills out vendor forms and updates the scans and vendor list on the file server.
• Make sure vendor reconciliations by comparing invoices and payments.
• Participate in strategic planning discussions to help the procurement unit accomplish its goals.
• To manage the movement of complete procurement paperwork across departments.
• To participate in the development, facilitation, implementation, monitoring, and assessment of procurement programs.
• To coordinates and streamlines the vendor pre-qualification process.
• Collaboration with other departments, develops comprehensive requirements for office supplies, equipment, and other goods and services.
• To provide guidance on the procurement component of the Coupa/Sylogist system, with outputs such as:

– To analyze and assess the organization’s finance workflows, processes, and systems, and make recommendations for improvements to efficiency and effectiveness.

– To provide information and support to procurement users regarding system functioning, methods, and procedures.

– To work closely with the Coupa/Sylogist team to ensure that procurement requirements are properly integrated into the system.

 

The Function 2 (including expected results) Participates in Coupa/Sylogist system implementation and updates, producing outputs such as:

• To provide feedback on the design and testing of the Coupa/Sylogist system’s procurement component.
  To assist in developing use cases for the Coupa/Sylogist procurement component.
• To review and test procurement system updates to guarantee their accuracy and completeness.
• To collaborate with other subject matter experts to verify that systems are tested, integrated, and data is consistent.
• Make sure that procurement reports and analytics are properly reflected in the system.
• To support the change management process by communicating changes to procurement users.
• To oversee and run tests, follow up with SMEs as needed, and keep track of test results (details provided).
• The Function 3 (including expected outcomes) provides ongoing support for the procurement component of the Coupa/Sylogist system, achieving goals such as:

– To investigate and address any procurement system concerns raised by users.
– To monitor system performance and data quality to ensure precision and dependability.
– To identify areas for system improvement and recommend modifications as needed.
– Make sure compliance with procurement-related internal control policies and procedures.

 

• The Function 4 (with Expected Results) Collaborates with stakeholders to enable optimal utilization of the procurement component of the Coupa/Sylogist system, resulting in:-  The work with procurement management to create and implement processes and procedures for the Coupa/Sylogist system.
  – To collaborate with other departments to ensure procurement data is integrated and consistent throughout the enterprise.
  – Establish and maintain positive connections with important stakeholders, such as IT, HR, and other business units.
  – To Act as a liaison between procurement and IT to ensure that requirements are correctly recorded in the system.
  – To provide advise and support for the Coupa/Sylogist system’s procurement component.

 

• The function 5 (with Expected Results) Contributes to Coupa/Sylogist procurement activities and deliverables, accomplishing outcomes such as:- To participate in special initiatives involving procurement or Coupa/Sylogist systems, as assigned.
  – To provide assistance to other Coupa/Sylogist system components as needed.

 

• The function 6 (including expected results): Performs additional related activities as required.

 

The Representation: 10%.

• To assist in performing market research to determine current costs, analyze vendor offers, and negotiate better pricing.
• Collaborates with vendors to develop realistic delivery schedules and compare actual deliveries to assess vendor performance and responsiveness.
• Develops and maintains strong working relationships with all staff members and contactors within and outside of CWS Africa.

The Compliance: 35%.

• To manage CWS’ supply chain function, which includes the procurement of goods and services in a cost-effective, timely, and transparent manner in accordance with CWS policies, the cooperative agreement, and 2 CFR 200.
• Be responsible for handling all current procurement contracts, coordinating and monitoring the supply chain function to ensure compliance with procurement policies and practices, as well as donor requirements.
• Make sure that procurement records are correct, up to date, and in line with donor policies.

 

 

The Data Management: 10%.

• Deliver timely and accurate reporting.
• The procurement excel spreadsheet keeps track of vendor invoices and utilities.
• Make a regular update the Note Verbal excel sheet.
• To tracks orders to guarantee timely delivery.

 

Other (additional) Roles and Responsibilities (5%).

• Carry out (performs) any other duties given to improve the operations of CWS Africa.

 

 

Job Qualifications.

Experience:

• Minimum of four (4) years of experience in procurement or with comparable administrative responsibilities is necessary.
• The experience in the non-government sector is preferred.

 

 

The Skills and Competences:

• Shown exceptional computer skills with Microsoft Word, Excel, Access, and Outlook. Working knowledge of ERP and 2 CFR 200.
• Proven organizational and time management abilities.
• Excellent written and spoken English skills.
• Professionalism.
• Accountability.
• Client Orientation.
• Collaborative work.
• Communication.
• Technological awareness.

 

The Education and Certification:

• Requirements include a Bachelor’s degree in Procurement and Supply Chain Management or equivalent in Business Administration, as well as a BCom.
• A diploma in Purchasing and Supplies Management is preferred.
• Professional membership in organizations such as the PSPTB and CPSP is necessary.

 

The Important requirements:

• A solid (strong) English communication abilities, both written and spoken.
• As a CWS employee, you must be committed to diversity, equity, and inclusion, as well as willing to support the CWS Platform on Racial Justice.

 

 

The special Requirements:

• The COVID vaccination is required for all successful candidates.
• Candidate must be in good health, willing and able to travel widely in often difficult situations, and possess a high level of flexibility. Before flying to RSC Africa, you must have confirmation of yellow fever immunization.
• This post is headquartered in Kasulu, Tanzania.
• This position always involves the use of laptop computers, and proficiency with Microsoft Office products is necessary.
• This post may necessitate travel across Sub-Saharan Africa on short notice and under often harsh conditions to satisfy the demands of a dynamic operational programme.
• International applicants must undergo a background check, which includes references as well as an educational and criminal check, prior to being hired.
• The Environmental: Employees in this role will be exposed to extreme noise, significant temperature and humidity variations, dust and infectious diseases, harsh weather climates, long work hours, bumpy roads, extensive travel, excessive sun exposure, and non-ventilated areas.
• This job (role) is full-time.
• All staff should be prepared to work from the CWS office in their assigned location. Remote work options may differ according on geography and the rules governing the COVID-19 program.
• Other unique needs developed by the Leadership and Management teams.

 

 

CWS recruitment is free of charge. Church World Service (CWS) does not charge any fees for the recruitment process. Any solicitation for funds should be reported to Fraud@CWSAfrica.org.

CWS is an equal opportunity and affirmative action employer. All qualified applicants will be considered for employment regardless of race, color, religion, sex, national origin, gender identity, genetic information, disability, or protected veteran status. Individuals with impairments might request auxiliary assistance and services.