Business Requirements

Understand the department's business requirements and apply in the day to day work.

Planning

Advise and seek approval of internal customers of modifications from original requests. 

Facilitates across all parties the timely resolution of issues that could impact meeting the needs of the requestor and communities. 

Identify alternative supply sources for materials/services not under contract 

Work with Logistics to ensure safe delivery and receipt of ordered materials 

Resolve conflicts with deliveries and suppliers

Strategic Sourcing

Execute the Market Assessment and Supplier Pre-Qualification Process as per the set guidelines based on the set guidelines for the Assigned categories.

Manage the RFQ/RFP Process including baselines & price survey methodologies as per the approved framework for the assigned categories.

Lead negotiations for the assigned Categories.

Supervise the Sourcing events Filed Offices and Assistance work relating to sourcing.

Preparation of Procurement Committee submission documents to ensure their comprehensiveness to allow an informed decision-making process.

Facilitate Purchasing Committee meetings and ensure that proper documentation is maintained.

Supplier Contract and Relationship Management

Accurately complete the master data management form (or contract/supplier register)

Monitor and complete contract close-out, renewal or retender, as appropriate for the assigned commodities.

Ensure that contractual conditions and performance indicators are understood by the suppliers.

Identify & resolve or escalate contract-related issues both internally and externally.

5.  Analyze supplier performance based on customer feedback information & other sources and coordinate with suppliers for improvement.

Procurement Execution

 Receive incoming Purchase Requisitions (Pending Buyer Action), verify specifications are clear, conduct sourcing event if required items are not already on contract, update the PR with actual supplier record and release PR for approval. 

 Follow Procurement Policies and guidelines in Supplier Award decisions under the applicable threshold. 

 Manage PO Change requests coordinating with Requesters, Budget Owners, and Suppliers

Consolidates all required documentation for presentation to Finance for timely supplier payment for materials and services delivered.

Data Management, Analysis and Reporting

Collect and analyze organization-wide data to support decision-making 

Provide support in the design of the business metrics to monitor SCM performance and alerting management when the performance trigger is violated

Conduct spend analysis to support strategic sourcing activities and Supplier Relationship Management

Prepare summary report of supplier bid responses for Procurement Committee award decision meetings

Track and analyze procurement performance and savings against established target levels

Systems Development and Implementation

Collect and collate useful data which can be used to improve

the general systems established and communicate this information to immediate Supervisor

Control and Compliance

Conduct supplier pre-qualification for all new-suppliers and maintain records.

Participate in the development of risk identification & assessment tools, registers and other tools and assessing SCM and contractual risks for procurements of goods, works or services.

Maintain proper filing and record keeping as per the guidelines set by the management.

Coordinate with Requesters to close out open POs in a timely manner.

Implementation of agreed audit recommendations in the procurement process as per the guidance given by the HoD.

Participate in the process to Review Partners / Sub-Grantees, internal control system in the procurement process to identify any gaps, document them under assessment reports, and capture under capacity building plans.

Periodically monitor the progress on implementation of recommendations and update the management of all parties.

Training and Capacity Building

 Coordinate, participate in, and/or train staff from Supply Chain Staff and other WVI Departments on WVI Procurement

Policies, Processes, and Systems

 Conduct Woreda staff assessment and capacity building plans as per set framework/guidelines.

Train the Woreda staff based on the approved capacity building plan, monitor progress. Coordinate with internal stakeholders in monitoring the progress and submit progress reports to the management.