Procurement Officer

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Farm Africa is seeking a detail-oriented, proactive, and ethical Procurement Officer to support efficient and transparent procurement operations. The role ensures the timely acquisition of quality goods and services at competitive prices while maintaining full compliance with organizational policies, donor requirements, and safeguarding standards.

Job Summary

The Procurement Officer is responsible for managing procurement activities including supplier identification, quotation processing, evaluation, purchase order preparation, and contract follow-up. The role ensures transparency, accountability, and efficiency across all procurement cycles while maintaining strong supplier relationships.

Key Responsibilities

• Participate in the preparation and consolidation of procurement plans.
• Conduct market research and support development of price indexes with the Procurement Manager.
• Identify potential suppliers and maintain an updated prequalified supplier list.
• Ensure receipt of PRs and ToRs with correct specifications, codes, and approvals.
• Prepare and send price inquiries aligned with purchase requisitions.
• Collect and manage supplier quotations and documentation.
• Prepare price comparisons and support supplier evaluation and selection.
• Prepare and distribute award letters and purchase orders in consultation with management.
• Ensure proper inspection and receipt of goods according to purchase orders.
• Hand over delivered items to storekeepers and ensure correct documentation.
• Organize and file procurement documents in proper sequence for audit readiness.
• Support timely payment processing based on purchase order terms.
• Prepare distribution lists and notify departments upon delivery of items.
• Maintain strong and transparent relationships with suppliers and stakeholders.
• Travel to field locations when required to support procurement operations.

Qualification Requirements

• Degree in Supply Chain Management or a related field.
• Minimum of 4 years of relevant experience in procurement, preferably within an international NGO.
• Ability to manage multiple tasks simultaneously in a fast-paced environment.

Skills & Competencies

• Strong knowledge of procurement processes and supplier management.
• Proficiency in Microsoft Excel and Word.
• Strong analytical, negotiation, and decision-making skills.
• High attention to detail and strong documentation abilities.
• Good communication and interpersonal skills.
• Ability to maintain professionalism and integrity in all procurement activities.
• Valid Second Grade Driving License or equivalent is an advantage.

Safeguarding & Code of Conduct Responsibilities

• Comply with Farm Africa's Safeguarding Policy and Code of Conduct at all times.
• Promote dignity, respect, and safety in all professional interactions.
• Prevent and report any safeguarding concerns, incidents, or risks.
• Maintain appropriate professional boundaries with all stakeholders.
• Ensure responsible handling of sensitive information and beneficiary data.
• Support efforts to prevent exploitation, abuse, harassment, and discrimination.
• Participate in safeguarding training and awareness programs.

Skills Required

• Logistics/Supply Chain.

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