Senior Procurement Officer

**ROLE PURPOSE**

The Senior Procurement Officer will lead a team responsible for day-to-day procurement activities. Their primary focus will be to ensure that the Procure-to-Pay (P2P) process aligns with the standards outlined in the Supply Chain Operations Manual and adheres to Donor Regulations. The officer's goal is to support the implementation of programs and sponsorships, facilitate deliveries, and enhance operational efficiency. This position will report to the Procurement Coordinator.

**DIMENSIONS OF THE ROLE**
- Management of General Procurement:

- The role involves overseeing the procurement activities in accordance with established policies and

procedures. This includes ensuring that all procurement actions are aligned with organizational
standards and comply with relevant regulations.
- Effective management includes conducting regular audits and reviews of procurement practices to

identify any areas for improvement and to mitigate risks.
- Transparent and Accountable Procurement Process:

- Executing the procurement process with transparency and accountability is crucial. This means

maintaining open communication throughout the procurement cycle, from identifying needs
and drafting specifications to awarding contracts and managing supplier relationships.
- It is important to document all stages of the procurement process thoroughly, ensuring that all

decisions are justifiable and can be reviewed by stakeholders when necessary. This fosters trust
and integrity in the procurement function.
- Management of Contracts and Leases:

- Proper contract and lease management involves ensuring that all agreements are executed as

stipulated and monitored for compliance. This may include negotiating terms, renewing contracts,
and resolving any disputes that may arise during the contract lifecycle.
- Regular assessments of contract performance should be conducted to ensure that all parties meet

their obligations and that the organization receives the intended value from its contracts.
- Staff Supervision and Training:

- Ensuring that supervised staff have a comprehensive understanding of procurement processes and

compliance with the Supply Chain Operations Management (SCOM) system is key. This involves
providing training and development opportunities to enhance their skills and knowledge.
- It is essential to foster a culture of continuous learning and improvement, enabling staff to stay

updated on best practices and changes in procurement policies, regulations, and technology.
By focusing on these dimensions, the role significantly contributes to the organization's efficiency and
effectiveness in managing resources and achieving strategic goals

**Key and Result 1. Purchasing/Procurement Management**
T1. Ensure that procurement systems and procedures are utilized effectively in the delivery of
procurement services.
T2. Under the Procurement Coordinator's supervision, oversee open and closed tender procedures,
perform bid analysis with the Tender Committee, and ensure that minutes are properly filed.
T3. Execute the procurement process as requested by projects, ensuring the completeness of
procurement documents and a fair evaluation of the selection process.
T4. Implement an internal control system to ensure that Purchase Orders (POs) are accurately
prepared and dispatched. Take timely corrective actions on POs with budget check errors and
other issues.
T5. Conduct monthly checks of open POs in SAP and prepare corrective actions with support from
the Procurement Coordinator.
T6. Maintain and update the supplier database to adequately support the needs of the country
program at all levels.
T7. Provide training for project staff on procurement procedures in the absence of the Procurement
Coordinator.
T8. Prepare Request for Quotation, Request for Proposal, tender documents, and invitations, and
submit them for review to the Procurement Coordinator. plan-international.org Role Profile 1
T9. Assist the Procurement Coordinator in managing the procurement process related to
T10. Prepare Purchase Orders, including recurring POs, and ensure they are delivered to the relevant
suppliers, with acknowledgment of receipt confirmed.
T11. Maintain and monitor regular in-country procurement advertisements on the YPII website and
T12.Support the Procurement Coordinator in drafting procurement tenders for advertisement,
following procurement guidelines, overseeing open and closed tender procedures, and
performing bid analysis with the tender panel.
T13. Prepare a procurement checklist.
T14. Follow up to ensure that all outstanding purchase orders are delivered by their due dates.

**Key End Result 2. Vendor Maintenance**
T1. Conduct regular market surveys to identify and pre-qualify potential suppliers, ensuring optimal
value through effective sourcing of goods and services. This process will be carried out under
supervision from the Procurement Coordinator.
T2. Maintain and update the vendor list and procurement ca