Senior Procurement Officer Vacancy at Marie Stopes International Organisation Nigeria (MSION)

Marie Stopes International Organisation Nigeria (MSION) is a
results-orientated Social Business, which uses modern management and
marketing techniques to provide reproductive health care and allied
services. MSION’s goal is to meet the needs of underserved Nigerians and
dramatically
improve access and use of a range of reproductive health
services.

MSION is part of Marie Stopes International’s Global Partnership which is in over 42 countries worldwide.

Marie Stopes International Organisation Nigeria (MSION) is recruiting to fill the position below:

Job Title: Senior Procurement Officer
Location:
Abuja
Reporting to: Head, Procurement & Logistics
Duration of contract: 2 years (renewable)
Probationary period: 6 months
Job Summary

  • Support in the effective management of the Procurement Unit in
    line with Procurement Guidelines and Standard Operating Procedures.

Key Responsibilities

  • The roles and responsibilities apply to the procurement
    functions of; Strategy & Planning; Advisory and Support, Sourcing,
    Negotiation and Contracting, Supplier Performance, Knowledge Management,
    Supervision and Relationship Management.
  • The specific roles and responsibilities will be to execute the
    procurement duties below in line with MSION Procurement Guidelines,
    Standard Operating Procedures and other relevant policies and
    procedures;

Procurement Forecasting & Planning:

  • Support and participate in the preparation of the MSION Procurement Plan and subsequent updates of the Plan.
  • Support in the implementation and realization of the Procurement
    Plan through sending notification to Programs and Departments to
    initiate Procurements; and advising on changes in procurement plan for
    Procurement Processes.

Liaison, Coordination & Technical Support:

  • Communicating with suppliers, contractors, and MSION staff
    regarding purchase requisitions, specifications, bids, contracts,
    orders, and related matters.
  • Preparing draft submissions to Cross Function Evaluation,
    Negotiation, Product/Technical Committee, Legal Team and Procurement
    Committee.
  • Supporting and providing technical guidance to Programs and
    Departments in drafting specifications, establishing price estimates and
    other procurement technical aspects.
  • Managing expectations of Users in line with applicable procedures and processes applicable.

Sourcing, Evaluations & Negotiations:

  • Participate in the Prequalification of MSION Approved Suppliers in line with MSION Procurement Guidelines.
  • Making recommendations to HPILAM to updating the MSION Approved Supply List.
  • Ensuring that the Approved Supply List and Data Base is up to date.
  • Assist in the development a variety of purchasing-related
    documents including contract terms, conditions, specifications, and
    contractual agreements.
  • Secures price quotations and prepares terms, conditions, and/or specifications for prospective purchases.
  • Making recommendations of the appropriate evaluation methodology and criteria procurements.
  • Conduct and participate in the evaluation of proposals, bids, and quotations.
  • Preparing evaluation reports and bid analysis and recommendations of award of contract.
  • Ensuring that an up to date price List of Frequently procured items is maintained.
  • Participate in cross-functional project teams assigned to develop or evaluate contracts or proposals.
  • Apply proper descriptive terminology or specifications to
    requisitions for commodities and services; apply independent judgment
    and technical knowledge to analyzing bids, making awards, examining
    merchandise quality, and comparing specifications and prices of
    competitive items
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Contracting & Contract Management:

  • Preparing Purchase Orders with the Use of Tally System.
  • Examining, inspecting, and comparing the quality of merchandise
    and/or services purchased or to be purchased, to ensure that they meet
    the MSION requirements.
  • Ensuring that the procurement transactions due for payment are complete and submitted to Finance for action.
  • Drafting, editing, reviewing, and interpreting contract terms, conditions, and specifications;
  • Recommending negotiations and contract award for supplies.
  • Ensuring the Supplier Performance reports are obtained per procurement transaction from Users/Programs.

Reporting & Knowledge Management:

  • Preparing the Updated Monthly Procurement Plan and Monthly Procurement Reports.
  • Liaise with Regional Officers on the submission of Monthly Procurement reports.
  • Maintaining an up to date Procurement, Contract Risk & Register.
  • Maintaining an up to date Supplier list with key supplier details; Supplier Admin & Bid Logs.
  • Ensuring that the appropriate Procurement Reference Numbers are assigned to every procurement transaction.
  • Ensure a complete audit trail for all procurement process documentation.

Supervisory & People Management:

  • Supervises subordinate-level employees including: planning,
    organizing, and assigning the day-to-day workload; employee training and
    development; completing performance evaluations; and maintaining
    adequate staffing levels.
  • Prioritizes own work and assists coworkers, vendors, and others with questions related to purchasing policies and procedures.
  • At all times, maintain effective working relationships with all stakeholders interacting with P&L Functions.
  • Any Other Duties assigned from time to time.

Experience and Skills
Previous work experience required:

  • Essential: Considerable (3 – 5 years) full-time
    professional-level experience involving the acquisition of medical
    supplies, equipment, commodities, or services involving a competitive
    bidding and negotiation process; Working on international procurement
    transactions; Experience with direct supervision of personnel.
  • Desirable: Knowledge and experience in a health/medical or NGO organizations; experience in working in donor funded programmes.
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Technical knowledge or skills:

  • Essential: Procurement Process, INCOTERMS, IT knowledge ERP
    packages (Tally), MS Office programs, office equipment (printer, fax,
    copier, and scanner); People Management Skills.
  • Desirable: Working knowledge of MS Dynamics-Navision; Oracle ERP system.

Organizational skills:

  • Project Management, communication, negotiation, analytical and
    report writing, researching, Customer and Relationship Management,
    People Management Skills.

Competencies
Personal competences:

  • Procurement Knowledge
  • Respect & Integrity
  • Forward Thinking
  • Reliability.
  • Emotional Resourcefulness
  • Ability to Learn, Relearn & Unlearn

Job Specific Competences:

  • Independence
  • Proactivity
  • Results Orientation
  • Thoroughness.
  • Analytical Thinking
  • Conceptual Thinking

Education, Qualification and Training

  • Essential: Bachelor’s Degree in Supply Chain Management,
    Procurement & Stores Management, Commerce, or Business
    Administration.
  • Essential: A professional Qualification in Procurement or at least ¾ Professional Qualification (e.g CIPS, NAVY,)
  • Essential: Fluency in English (Written, Spoken and Reading)

Skills

  • Proven excellent technical oral, written, and editing abilities
  • Ability to present and write for multiple audiences
  • Should be able to work in deadline driven/results orientated atmospheres
  • Strong people management skills
  • Strategic guidance and planning skills
  • Report writing
  • Extensive working knowledge of Microsoft Office
  • Ability to work well with others in team environments
  • Must be able to satisfy stakeholders

Attitude / Motivation:

  • Pro-choice
  • Motivated personally and professionally to develop
  • Willingness to travel as requested


How to Apply

Interested and qualified candidates should apply by email with CV and suitability statement as a single attachment to: career@mariestopes.org.ng

Note

  • The subject of the email should be the Position/Title/Location
    and the CV/Suitability statement should be saved in the applicant’s full
    name.
  • Only shortlisted candidates will be contacted.
  • Shortlisting will start as soon as we start receiving applications and deadline might be changed without prior notice.

Application Deadline  Friday, 21st October, 2016.

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