The Procurement Officer procures goods and services by helping the organization achieve its objectives ensuring adherence to CARE policies, government regulations, and donor requirements while providing unbiased sourcing, selection and overall best value. As part of Finance Administrative and Audit team, the Procurement Officer will work with the highest professional standards displaying integrity and ethical behavior at all times. This position will acquire relevant working knowledge in all aspects of procurement and provide support as required in times of crisis or development programs.
The Procurement Officer will work with country offices (CO) and headquarters (HQ) to provide guidance, assistance and support. This position is directly involved with the entire Procurement system from sourcing, solicitation, acquisition and contract execution ensuring an efficient and effective procurement transaction. This position ensures the procurement transaction follows donor regulations, provides customer satisfaction, while achieving cost savings and cost avoidance in a transparent and ethical manner.
This position will collaborate frequently with other members of the team to meet the objectives of the department.
- This position acts as the authorized agent for CARE procuring goods and services along with consulting to advance CARE’s organizational goals. This is done in a systematic, timely and ethical manner while adhering to CARE policy and unique donor regulations for HQ & CO purchases.
- Responsibilities include: sourcing suppliers; developing requests for information (RFI), requests for proposals (RFP) and request for quotations (RFQ), drafting, reviewing and clarifying specifications, and vendor agreements. The procurement officer works with customers and technical personnels to develop solicitations and final vendor agreements. Solicit bids, evaluate quotations and award bids to vendors - award decision is based on “best value” and total cost of ownership. Maintain report of savings and cost avoidance along with value add accomplishments.
- Additional responsibilities:
- Achieve and maintain professional business relationships with vendors.
- Ensure all required documentation is obtained for Procurement transactions (goods/services and consulting services) and maintain detailed documentation of Purchase Order files.
- Provide objective and unbiased procurement oversight of selection committee efforts.
- Make positive efforts to utilize small businesses, minority-owned businesses, and women’s businesses whenever possible.
- Work with cross divisional HQ teams on complex purchases over $75,000 and purchases of high value.
- When appropriate, lead (or co-lead) selection committees through the RFI. RFP and RFQ process for large $$ purchases. Research vendor capability, draft RFP/RFIs (with the assistance of specific technical representatives from appropriate departments), review and analyze responses with selection committee. Provide objective and unbiased Procurement oversight of selection committee efforts.
- Collaborate with end users regularly to stay abreast of administrative and operational needs (specifically as related to CARE’s strategic direction), to learn of end-users’ needs, concerns, or questions. Present procurement’s value-added ideas and suggestions on approaches which enhance quality, efficiency, and savings during RFP processes.
- Negotiate best overall terms and conditions while maintaining good vendor relations. Work closely with legal and risk insurance regarding contract and agreement language while interfacing with CARE business owner on operational language and finalization of purchase.
- Provide guidance and support to COs to assist in compliance of policies and procedures regarding operational effectiveness, sharing expertise, and advising best practices.
- Assist CO training through web meetings, regional trainings and country office hands on procurement training.
- Provide all procurement services when deployed to support the CO as needed, collaborating with CO to maximize the use of Master Contracts.
- Support emergency procurement in COs by assisting with the purchase of emergency relief goods and responding to the needs of the country office. Stay abreast of Sphere standards for purchase of relief and development items for COs. Provide initial procurement support on the ground as needed.
- Procuring from pre-position or virtual stock including shipment, work with CARE Canada on logistics, documentation at HQ or deployed to CO.
- Regulatory Compliance -Stay abreast of applicable laws, regulations (i.e., BIS, OFAC, etc.), donor guidelines (USAID, ECHO, DFID, etc.), Sphere standards for procurement of goods for COs and CARE policies. Ensure anti-terrorism (OFAC) and government debarred list checking of all new vendors and document results.
- Prepare letters of donation, Shippers Letter of Instruction (SLI) and all other documentation necessary for compliance with the Bureau of Industry and Security (BIS) and CARE Procurement export procedures for shipment of goods overseas. Procurement Officer specifically works with CARE CO, IT and Legal departments to finalize the listings of goods/products to be included in export licensing application for US embargoed countries. Assists in ensuring that the required proper detailed documentaion is filed with BIS for items purchased off the export license
- The procurement officer will use CARE's purchasing card to procure items and services as needed and will ensure it is only used for CARE authorized business.
- This person will continously seek opportunities to expand their knowledge of procurement operations, policies and best practices through internal and external resources or training.
- Perform other duties as assigned.
- Bachelor's Degree in related Business Field Or an equivalent combination of knowledge, skills, education and experience.
- Minimum of seven (7) years progressive work experience in Procurement, selecting and screening vendors, soliciting bids, analyzing quotations, preparing Purchase Orders and expediting deliveries of goods or services.
- Solid experience in solicitation process and solid contract negotiation, administration and execution.
- Experience working with a NGO.
- Overseas experience.
- Or an equivalent combination of knowledge, skills, education and experience.
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