• Assist in ensuring that procurement daily activities are conducted in a fair, transparent, and accountable manner and in compliance with the Procurement manual, donor requirements, and other reference documents as a guide.

• Daily coordination of NES procurement activities including all offices (HSK, DRK, SUR, and Sawa).

• Assists staff in creating clear and understandable purchase requests and other documentation.

• Assist in soliciting and gathering quotes, as per policy, conduct analysis, and compare quotes as needed.

• PO contributes to guaranteeing the confidentiality of all specifications and price quotations made by vendors/suppliers, that all related documents are to be kept secure and strictly confidential, and that adequate measures are being taken to ensure confidentiality is maintained. 

• Assist in monitoring the receipt of bids, ensure that deadlines are adhered to, and demonstrate the utmost fairness in the process.

• PO handles large and complex procurements and tenders from receipt of PR through the drafting of RFQ/Tender through to receipt of goods and ensuring all documents for payment are submitted to finance in a timely manner.

• Ensure that Good Received Note information properly matches contract, invoice, and receipt information.

• Prepare all tender documents and ensure the timely and proper publication of these adverts in the local dailies and forward copies to respective individuals where appropriate.

• Focal point for procurement committee meetings and following up with the suppliers and working with Safety and Security, program teams, and Suppliers to coordinate distributions and clearances.

• Ensure managing the vendor list by maintaining a professional relationship with listed vendors and service providers to ensure that materials and requirements meet established standards and that applicable policies, practices, and procedures are understood and followed.

• Assist the procurement department in surveying the market for new potential vendors and assist in the evaluation for enlistment into the vendor list.

• The Procurement Officer should ensure that legitimate concerns and rights of vendors and service providers are duly investigated and addressed promptly, this includes things like; due payments for performed contracts, certificates for tax deductions, complaints, and other legitimate issues raised.

• Ensure that the NES unit complies fully with the anti-terrorism policy and documents all screening results for future reference.

• Ensure that the procurement tracker is maintained and up to date and that all reports are completed and submitted in a timely manner.

• Constantly review procurements to mitigate fraud and corruption. 

• Facilitate the export of documents from NES to Amman for document retention and information security.

• Coordinate with all projects and requestors on issues arising from requests submitted and seek clarifications on specifications and charging details.

• Provide procurement support for programs and program support activities, ensuring the effectiveness of the supply system and using the PS system.

• Execute necessary contracting, transport, shipping, and requisitions, following procedures and policies.

• Liaise and coordinate with the relevant departments/ functions regarding the delivery of supplies and keep all parties informed of any changes.

• Prepare weekly, monthly, and quarterly reports on purchases and spending.

• Maintain and keep files for purchase orders, quotations, contracts, tenders, and internal purchase requisitions.

• Coordinate closely with Program Managers regarding budgeting of materials, equipment, and services.

• Ensure adherence to and donor procurement policies and procedures and contact CO for procurement support.

• Work with IT to ensure BIS compliance in procurements and coordinate the import of goods from KRI.

• Follow up with donor procurement regulations.

• Perform other duties and/or tasks assigned by the line manager.

Required Qualification, Skills, and Experience

• Minimum bachelor’s degree in business administration, Management, International Economics, or related subjects/fields.

• At least 2 years of experience in Procurement with INGO

• Fluency in written and spoken English and Arabic

• Able to represent the organization to external suppliers and government officials. 

• Ability to handle a large workload, work under pressure, and independently. 

• Experience with standard procurement procedures and documentation in the humanitarian context and in conflict-related areas with limited infrastructure.

• Understanding of the procurement rules and regulations of major international donors

• Understanding of the local market, local legislation related to contracts, suppliers, contractors, customs clearance, business registration requirements, tax regulations, legal aspects of contracting, and contract management. 

Desired Qualification:

• Fluency in written and spoken Kurdish 

• Experience of working in field level

• Previous logistics operations experience with an INGO

• Experience in logistics and procurement with NGOs

• Experience managing 1-3 staff.