PROCUREMENT OFFICER - CARE Tanzania

JOB ADVERT: PROCUREMENT OFFICER

Organizational Context:
CARE is a leading humanitarian organization dedicated to fighting poverty and social injustice with a special emphasis on women and girls.  CARE Tanzania is part of CARE. With the vision is to seek a world of hope, tolerance, and social justice, where poverty has been overcome and people live in dignity and security.  CARE International is a global force and a partner of choice within a worldwide movement dedicated to ending poverty.  We are known everywhere for our unshakable commitment to the dignity of people.  CARE Tanzania and partners contribute to the empowerment of the most marginalized and vulnerable rural women and girls to exercise their rights. 

Job Summary 
The Procurement Officer is responsible in the procurement function ensuring that CARE Tanzania has a high quality supply chain management procedures in place to effectively deliver on the program priorities. Reporting to the Operations Manager, the Procurement Officer will be primarily responsible for the procurement of goods and services while ensuring that corporate, government and ethical policies are adhered to.   The incumbent will live up to CARE Tanzania’s core values of commitment, accountability, respect, effectiveness and diversity.

Key Responsibilities and Tasks
Job Responsibility # 1: Procurement of Goods and Service 

• Ensure procurement needs for commodities and services required by user departments, including preparation of Quotations, Tenders, Contracts and Proposals in accordance with the CARE Procurement Policy and current legislation;
• Maintain pricing details including specification of goods and/ or services and regularly disseminates these to budget holders;  
• Review and process Purchase Request Forms, Request for Quotation, Summary Bid Analysis and Purchase Order using PeopleSoft system;
• Ensure that all documents relating to procurement are appropriately filed and according to established standards.
• Prepare the consolidated weekly Procurement Status Report for the Country Office;
• Maintain vendors and Value Added Tax (VAT) records for preparation of biannual report for submission to finance office;
• Review procurement plans with program staff and attend program start up meetings.

Job Responsibility #2: Contracts and Vendor Management  

• · Establish and maintain procurement database of consultants, goods and services;
• · Organise review and approval of Vendors by Procurement Committee;
• · Prepare contract with vendor and maintain contract after award, ensuring that all documents are kept current and complete. Confer with suppliers regarding delivery, quality, etc. to ensure that the requirements are met;
• · Ensure that procurement section is an effective resource for addressing Supply Management issues;
• · Intervene supplier relations to ensure quality and efficiency;
• · Establish and maintain Required Vendor Agreement contracts and Approved vendor List (AVL);
• · Maintain and promote good working relations with approved and required vendors; 
• · Convene and guide the Procurement Committee for bid analysis once every year;
• · Issue addendums to quotations, tenders and proposals as required;
• · Use judgement, diplomacy and confidentiality with respect to the complete procurement process ensuring integrity of the respondents bid information;
• · Monitor contracts and vendor performance and consult with vendors and/or user departments to implement corrective action when required;

Job Responsibility #4:  Compliance 
· Ensure compliance to CARE USA Anti-terrorism policy by performing Bridger check for offline transactions;
· Review and recommend policy and procedure changes regularly;
· Ensure compliance to CARE Procurement Policy and Donor regulations;
· Create awareness of existing policies and procedures to users;
· Conduct an analysis of vendor payment to ensure consistencies with established buying practices, while maintaining confidentiality of vendor information ;
  
Job Responsibility #5:  Perform other duties as required      
Perform other duties as assigned by supervisor
Competencies

• · Excellence: Sets high standards of performance for self and/or others; successfully completes assignments; sets standards of excellence rather than having standards imposed; ensures interactions and transactions are ethical and convey integrity.
• · Respect: Behaves in a manner that reflects a true belief in and appreciation for the dignity and potential of all human beings. Gaining other people’s confidence and setting an environment of trust and openness.
• · Diversity: Promotes, values and respects each individual’s unique qualities, background, race, culture, age, gender, disability, values, lifestyle, perspectives or interests; creates and maintains a work environment that promotes diversity.
• · Planning and Organizing: Establishes courses of action for self and others to ensure that work is completed efficiently and effectively in accordance with CARE’s core values.
• · Adaptability: Effectively manages changing environments in the organization; maintains effectiveness when dealing with multiple and conflicting priorities across different cultural settings or during emergency and crisis situations.
• · Initiating Action: Takes prompt action to accomplish objectives; takes decisive action to achieve goals in times of uncertainty or in fluid contexts; is proactive.
• · Building Commitment: Uses appropriate interpersonal styles and techniques to gain acceptance of ideas or plans; modifies one’s own behavior to accommodate tasks, situations, and individuals involved.
• · Customer Focus: Makes customers and their needs a primary focus of one’s actions; develops and sustains productive customer relations
• · Contribute to Team Success: Actively participates as a member of a team or work unit to move the team/unit toward the completion of shared goals.

Education/Training 
Required

• Bachelor of Science in procurement/ supply chain management or equivalent;
• Knowledge and understanding Public Procurement Act;

Desired: 

• Graduate from NBMM (National Board for Material Management) or equivalent qualification with Certified Suppliers Professional Qualification or Diploma in Chartered Institute of Purchasing and Supply;

Experience
Required
· Minimum 3 years of work experience in a procurement  role for a project or organization;

Desired
· Knowledge on Donor policies and regulations;

Technical Skills Required:

• Personal integrity living up to CARE Tanzania’s core values of commitment, accountability, respect, effectiveness and diversity;
• A high level of individual initiative, planning and good judgment. 
• Demonstrated ability to make judgment calls and decisions with respect to procurement activities, within delegated authority, that impact significantly upon the day-to-day operations of user Departments.  
• Demonstrated ability to maintain confidentiality and handle sensitive issues.
• A forward-thinking professional, recognizing the value of diversity in the operation of Procurement in the public sector. 
• Strong decision making skills.
• Concentration, accuracy and attention to details are required.  
• Thorough knowledge of various Provincial Acts, Legislations and the Procurement Policy governing the public purchasing function at CARE Tanzania. 
• Excellent written and oral communication skills, with a fluent writing style and good knowledge and practical use of both English and Kiswahili 
• Experience with computerized purchasing systems would be an asset;
• Ensuring that gender and power dynamics related to procurement are taken into consideration;
• Ability to thrive in team environments, with a strong understanding of diversity and other cultures

MODE OF APPLICATION: 
Apply through hrm@co.care.org to Country Director by 01 November 2013 with a detailed motivation letter, a detailed CV indicating 3 referees;