Essential Duties and Responsibilities:
Procurement Planning & Sourcing
- Coordinate annual and project-based procurement planning in collaboration with departments.
- Prepare and manage Requests for Quotations (RFQs), bid analyses, and purchase orders in accordance with HFHU policies.
- Maintain a pre-qualified supplier database and regularly update supplier profiles.
Procurement Operations & Contract Management
- Ensure timely procurement of goods, works, and services based on approved requests.
- Monitor supplier performance, manage purchase contracts, and ensure quality compliance.
- Follow up with vendors to ensure prompt delivery and resolve procurement-related queries.
Compliance & Documentation
- Ensure all procurement processes and documentation comply with internal controls and donor guidelines.
- Maintain accurate procurement records and ensure complete procurement files for all transactions.
- Participate in internal audits and provide necessary documentation and clarifications.
Vendor & Market Engagement
- Engage with suppliers to obtain competitive pricing and build positive vendor relationships.
- Support price negotiations and maintain transparent communication with service providers.
- Participate in supplier evaluations and vendor debriefings as needed.
Reporting & Coordination
- Prepare periodic procurement reports and status updates for management.
- Liaise with programs, finance, and administration teams to ensure coordinated procurement efforts.
- Support procurement-related components of donor proposals and reports when needed.
Minimum
· Education: A Bachelor’s degree in Procurement, Supply Chain Management, Business Administration, or a related field.
· Years of Related Experience: At least 3 years of progressively responsible experience in a procurement or supply chain management, preferably in an NGO setting.
Qualifications:
Preferred – in addition to minimum:
· Membership in a professional body such as CIPS is an added advantage.
· Experience in managing donor-funded procurement processes is highly desirable.
Required Knowledge & Expertise
- Solid knowledge of procurement policies, procedures, and best practices.
- Understanding of value-for-money principles and vendor relationship management.
- Proficiency in Microsoft Office applications, especially Excel and Word.
- Strong analytical and negotiation skills.
- Ability to manage multiple tasks, prioritize, and meet deadlines.
- Excellent interpersonal and communication skills.
- Strong attention to detail and ability to maintain compliance with policies.
Active support of HFHI Values:
o Humility – We are part of something bigger than ourselves.
o Courage – We do what’s right, even when it is difficult or unpopular.
o Accountability – We take personal responsibility for Habitat’s mission.
· Safeguarding: HFHU requires that all employees take seriously their ethical responsibilities to safeguarding our intended beneficiaries, their communities, and all those with whom we work. Managers at all levels have responsibilities to support and develop systems that create and maintain an environment that prevents harassment, sexual exploitation and abuse, safeguards the rights of beneficiaries and community members (especially children), and promotes the implementation of Habitat for Humanity’s Code of Conduct.
