Procurement and Logistics Officer

National Fertilizer Regulatory Agency

Agriculture & Farming

Freetown, Sierra Leone

Job Type

Full-time

Closing date:

28 February 2022

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About

National Fertilizer Regulatory Agency

Position Summary

The Procurement and Logistics Officer (PLO) will be responsible for ensuring proper functioning of supply chain management including procurement planning, purchasing of goods, works, services, transportation, and storage. To facilitate a transparent cost effective and compliant in process of procurement and logistics for the Agency to meet the requirements of the various units needs on time, considering value for money. Responsible for the procurement of goods, works and services by identifying supplier sources, screening them, and negotiating favorable payment terms. The PLO is responsible for preparing the Agency’s logistics and procurement budgets in collaboration with other NaFRA staffs. Maintain accurate records for all procurement and logistics transactions. Provide support to Finance and Administrative Manager in the development of NaFRA’s Procurement and Logistics Policy in line the National Procurement Act and Regulations.

Key Relationships

The Procurement and Logistics Officer reports to the Finance and Administrative Manager.

Requirements

Qualification, Professional Experience and Skills

§ Bachelor’s degree in a relevant field of study, preferably in Logistics and Supply Chain, Accounting, Business Administration, or any related discipline in Public Procurement Management;

§ Previous work experience for at least four (4) years in procurement and Logistics management in a reputable institution;

§ Strong knowledge in public procurement and logistics procedures plus relevant trainings in public procurement and logistics is an added advantage;

§ Good working knowledge of procurement and stocks management;

§ Strong attention to detail and maintaining a timely and efficient work flow;

§ Excellent analytical and numerical skills;

§ Proficient in Microsoft Office applications (MS Word, Excel, Power Point and Outlook);

§ Ability to multi-task and to prioritize work amidst competing demand;

§ Strong ethics, with an ability to manage confidential data;

§ Excellent organizational and multitasking abilities;

§ Sound knowledge in planning and management;

§ Strong interpersonal skills; courtesy, tact and patience

§ High level of integrity, credibility and commitment

§ Good verbal and written communication skills;

§ Good team player with problem-solving and sound decision-making skills;

§ Be dependable and hardworking;

§ Good time management skills;

§ Able to comprehend and communicate written policies and procedures;

§ Able to maintain and promote professionalism in interaction with team members and clients.

About the Role

Main Duties and Responsibilities

§ Provide administrative support to sourcing, supplier selection and evaluation, quality management, procurement introduction and supplier performance management;

§ Organize procurement processes including preparation and conduct of goods, works and services (EOIs, RFPs, RFQs, NCBs and ICBs), receipts of quotations, bid of proposals, their evaluation and negotiation of certain conditions of contracts;

§ Review procurement requests and ensure all supporting documents including contracts are attached, prepare submissions to Procurement Review Committee (PRC);

§ Conduct bid openings and evaluations to perform quality assurance for procurement activities;

§ Ensure implementation of tender and procurement committee decisions;

§ Lead the preparation of annual procurement plans and budget;

§ Develop procurement tracking tool to facilitate timely communication of procurement needs; provide status update on progress of procurement to ensure effective and efficient service delivery;

§ Take lead in developing a pre-qualified supplier’s list;

§ Ensure that requisite quotes are obtained from the list of approved supplies and ensure that such purchases are adequately supported by Local Purchase Orders (LPOs), Invoices and delivery notes;

§ Prepare weekly requisition status reports, providing the most updated information about the status of each requisition;

§ Follow up with supplies for timely delivery of supplies as required and address any deficiencies and/or discrepancies;

§ Liaise with the Finance and Administrative team to ensure smooth flow of the invoicing and payment processes;

§ Manage the Agency’s fleet and ensure fleet security;

§ Developing, updating and overseeing the application of appropriate quality control in procurement;

§ Ensure compliance with national regulations, policies and practices in the implementation of procurement activities;

§ Prudently ensure that NaFRA gets value for money for all goods, works and services without any quality compromise;

§ Ensure that NaFRA conducts business with compliant suppliers of goods, works and services by conducting due diligence on them;

§ Perform back up duties to the administration and within the procurement team as needed to maintain optimum performance;

§ Maintains appropriate filing of procurement and logistics records and ensures proper backup of all files;

§ Ensure the setting up of an up-to-date store inventory and stationary records system;

§ Provides advice and recommendations on procurement procedures and practices;

§ Analyze logistical problems and proffer solutions to address them;

§ Perform any other tasks and duties the Agency may reasonably request in relation to its mandate.

Duty Station: Based in Freetown with occasional travels to the Provinces.