Job ID
41510
Job Title
Senior Procurement Officer
To work for
HEKS-EPER
Country
Syria
City
Damascus
Field of Work
Procurement/Logistics/Delivery - Humanitarian/Disasters
Job Type
Full time
Military service
Finished or Exempted (For male)
Minimum Education Level
Bachelor/ License Degree
Responsibilities
• Developing the procurement plan with the coordination of the program team.
• Analyze procurement needs and forecast requirements.
• Maintaining and updating a suppliers/vendors list from which Bidders for SQs, RFQs & ITTs can be sourced. in addition to conducting regular updates of price lists and local suppliers’ databases.
• Drafting ITT/RFQ letters, launching the tender via official HEKS/EPER email, sharing all technical questions received with program staff, and forwarding answers to all invited vendors to ensure a transparent, fair, and effective competitive approach.
• Preparing all supporting documents (evaluation grid schedule, selection minutes, purchase orders, contracts…etc) for the bidding and sharing them with the participants.
• Sharing the procurement file from the starting point with HQ leads staff to obtain the validation and approval.
• Following up on suppliers/vendors performance during the implementation of the work, in addition to the responsibility of communicating with suppliers/vendors via official HEKS/EPER e-mail to correct deviations that may occur, in coordination with the program team.
• Receiving the final invoice, checking all the documents, and preparing the amendment of the initial contract
(If needed).
• Maintain safekeeping of all procurement documents, files, and samples and ensure the security of all procurement documents and files.
• Communicate with CD/DCD/ASC to notify any abnormality identified in any procurement action or process that may cause negative action by the donor, beneficiaries, or local authorities.
• Ensuring the transparency and efficiency of all actions related to procurement (quotations, purchase files, bids analysis, purchase orders, framework agreements, receiving goods and issuing payments, etc.) in full respect of HEKS/EPER and donors’ procedures.
• Managing rental contracts, and proper and timely communication with owners of premises.
• Ensuring that the maintenance of HEKS/EPER premises and fix assets (generator) is done and consumables and stationaries are available.
• Following up with generators maintenance.
• Following up on the payments of electricity, water, land line, internet bills for all premises.
• Analyze procurement needs and forecast requirements.
• Maintaining and updating a suppliers/vendors list from which Bidders for SQs, RFQs & ITTs can be sourced. in addition to conducting regular updates of price lists and local suppliers’ databases.
• Drafting ITT/RFQ letters, launching the tender via official HEKS/EPER email, sharing all technical questions received with program staff, and forwarding answers to all invited vendors to ensure a transparent, fair, and effective competitive approach.
• Preparing all supporting documents (evaluation grid schedule, selection minutes, purchase orders, contracts…etc) for the bidding and sharing them with the participants.
• Sharing the procurement file from the starting point with HQ leads staff to obtain the validation and approval.
• Following up on suppliers/vendors performance during the implementation of the work, in addition to the responsibility of communicating with suppliers/vendors via official HEKS/EPER e-mail to correct deviations that may occur, in coordination with the program team.
• Receiving the final invoice, checking all the documents, and preparing the amendment of the initial contract
(If needed).
• Maintain safekeeping of all procurement documents, files, and samples and ensure the security of all procurement documents and files.
• Communicate with CD/DCD/ASC to notify any abnormality identified in any procurement action or process that may cause negative action by the donor, beneficiaries, or local authorities.
• Ensuring the transparency and efficiency of all actions related to procurement (quotations, purchase files, bids analysis, purchase orders, framework agreements, receiving goods and issuing payments, etc.) in full respect of HEKS/EPER and donors’ procedures.
• Managing rental contracts, and proper and timely communication with owners of premises.
• Ensuring that the maintenance of HEKS/EPER premises and fix assets (generator) is done and consumables and stationaries are available.
• Following up with generators maintenance.
• Following up on the payments of electricity, water, land line, internet bills for all premises.
Qualifications
• University Degree in Business Administration, Supply Chain, or Engineering.
• At least 3 years of experience in procurement and logistic projects in INGOs.
• Significant established network.
• English: Fluent (spoken/written) mandatory.
• Arabic: Mandatory.
• German: Plus
• Proficient user of MS office (including Word, Excel, Outlook, PowerPoint, and Power BI
• Ability to work in a structured manner and independently with limited oversight.
• Excellent data analysis and report-writing skills.
• Excellent negotiation and communication skills.
• Diplomacy, open-mindedness, and representation skills.
• HE/She works under the management of the Administration and Support Coordinator.
• He/She should be committed to meetings, briefings, and updates for HEKS/EPER team.
• He/She should issue required narrative/quantitative reports on time.
• He/She should submit all documents required to the HQ on time.
• At least 3 years of experience in procurement and logistic projects in INGOs.
• Significant established network.
• English: Fluent (spoken/written) mandatory.
• Arabic: Mandatory.
• German: Plus
• Proficient user of MS office (including Word, Excel, Outlook, PowerPoint, and Power BI
• Ability to work in a structured manner and independently with limited oversight.
• Excellent data analysis and report-writing skills.
• Excellent negotiation and communication skills.
• Diplomacy, open-mindedness, and representation skills.
• HE/She works under the management of the Administration and Support Coordinator.
• He/She should be committed to meetings, briefings, and updates for HEKS/EPER team.
• He/She should issue required narrative/quantitative reports on time.
• He/She should submit all documents required to the HQ on time.
Specific Vacancy Requirements
HEKS/EPER Syria Country Office will prioritize applications received before November 30th.
HEKS/EPER reserves the right to select a candidate before the deadline.
HEKS/EPER reserves the right to select a candidate before the deadline.
Salary and Benefits
As per HEKS/EPER salary scale
Medical and Life insurance.
Medical and Life insurance.
About us
HEKS/EPER Swiss Church Aid is the aid organization of the Protestant Churches of Switzerland and has its headquarters in Zurich/Switzerland. HEKS/EPER works towards a more humane and more equitable world, assisting people and communities to overcome economic, social or humanitarian disparities in order to gain autonomy and to live with dignity both in Switzerland and abroad. Therefore, HEKS/EPER engages in development cooperation, humanitarian aid and church cooperation. HEKS/EPER has its own coordination offices in presently 16 key countries and around 200 projects world-wide. HEKS/EPER is a member of the ACT Alliance.
Required employees number
1
Posted On
Nov 21, 2024
Expiry Date
Dec 21, 2024
CV Language
English