Senior Coordinator, Procurement -DRC

Job Description

Under the overall supervision of the Associate Director of Finance and Operations, the Senior Coordinator, Procurement will lead procurement, contracts management, fleet management, warehousing/commodity management, and asset management, performing the following duties and responsibilities including, but not limited to:

• Ensure full compliance of procurement activities with CHAI rules and regulations, policies and strategies.
• Support procurement planning through collaboration with Program Manager and staff in the preparation of the procurement plan.
• Lead and facilitate the development and implementation of a procurement management system respecting planning, awarding, administering, and monitoring of all contracts and matters related to procurement for the project and its respective activities.
• Maintain and update the procurement monitoring system.
• Supervise requisition/procurement processes and sourcing strategies by defining with the Program Manager and CHAI DRC Management the best way of providing goods, works and services, including procurement deadlines for each stage.
• Review requisitions for completeness and adequacy of technical specifications.
• Draft letters, memoranda, faxes, email, etc. and monitor the progress and liaison with vendors during the entire project procurement cycle.
• Investigate and provide resolutions on post-order problems and progress reports on procurement matters.
• Prepare monthly reports on procurement matters and submit them to the review of the Senior Budget Compliance associate and for the approval of the Country Director.
• Ensure logistics on receipt of goods, equipment, and services considering obtaining proper delivery report, service entry sheet (SES), or relevant certificates and that proper inventory is taken.
• Ensure availability of all procurement and contract supporting documents for audit and review purposes.
• Lead market research to determine sources of supplies by using several market research sources.
• Manage all related actions and documents for competitive bidding, provision of grants, and ensure that full and proper justification and documentation are provided for review by the appropriate review committee (Procurement Committee) and approval by the respective Procurement Authority in line with appropriate thresholds and delegation of authority.
• Prepare and issue EOI, RFQ, ITB, RFP or other tender documents as may be required, ensuring their conformity with CHAI approved templates, or seeking Legal clearance in case of required adjustments.
• Ensure that all documents are maintained, as well as reviews and results of awards and contracts in a centralized database, creating separate Procurement case files for each purchase.
• Perform other duties as may be assigned by the CD.

Requirements

• Bachelor’s degree in accounting, Finance, business administration or a related field
• Minimum of 6 years of progressive experience in similar roles, preferably within donor-funded programs
• Experience in consulting major firms such as KPMG, Deloitte, and PwC is regarded as an advantage.

Attributes

• Excellent oral and written communication skills
• Demonstrated integrity, accountability, and attention to detail.
• Strong problem-solving and organizational skills.
• Possess strong negotiation skills and have good understanding of product market.
• Ability to work independently in a fast-paced environment with multiple priorities.
• Commitment to CHAI’s mission of saving lives and strengthening health systems.