Procurement Officer at CWS RSC Africa – Tanzania

Procurement Officer – Tanzania (National), Re-Advertised

Procurement Officer at CWS RSC Africa November 2024

Requisition ID 2024-3692
Category (Portal Searching) Procurement
Posting Location : Location TZ–Kasulu
Closing Date 11/18/2024

About CWS
Position Title: Procurement Officer
Reports To: Procurement Manager
Supervises: None
Division: Church World Service Africa
Department: Administration, Procurement
Team: Procurement
Job Location: Kasulu, Tanzania
Grade Level: Grade 5, Officer, National

Introduction:
Church
World Service (CWS) is a not-for-profit, faith-based organization
transforming communities around the globe through just and sustainable
solutions to hunger, poverty, displacement and disaster. CWS does not
discriminate because of race, color, religion, sex, national origin,
gender identity, genetic information, age, disability or veteran status
in employment or in the provision of services.

Primary Purpose
This
position is primarily responsible for carrying out the purchasing and
procurement functions of supplies, equipment and services. It ensures
procurement of high-quality and cost-efficient supplies, equipment and
services. The position is also responsible for maintaining purchasing
records and facilitating accurate documentation to Finance.

Key Relationships
Internal to CWS

• Procurement Coordinator
• Procurement Manager
• Administration Supervisor
• Other team members in the Procurement, Finance, Administration and Program departments

External

• Vendors
• Customers
• Any other Partners in relation to his/her capabilities

Working Environment 

• Office and/work from home environment.
• Periodic travel to the field as may be required.

Responsibilities
Procurement Administration & Data Management 40%

• Ensure
  there is supply chain visibility by keeping timely reporting and
  tracking the procurement processes throughout the various stages of the
  procurement processes.
• Preparing plans for the purchase of equipment, services, and supplies.
• Following and enforcing the company’s procurement policies and procedures.
• Reviewing, comparing, analyzing, and approving products and services to be purchased.
• Work with Property Unit to ensure inventories and maintaining accurate purchase and pricing records.
• Maintaining and updating supplier information such as qualifications, delivery times, product ranges, etc.
• Maintaining good supplier relations and negotiating contracts.
• Researching and evaluating prospective suppliers.
• Preparing budgets, cost analyses, and reports.
• Reviews invoices and ensures complete documentation (GRN, Invoice, Delivery Note, LPO) and submits to finance for payment.
• Prepares VAT and DUTY exemptions for Sectoral Ministry Tanzania Revenue Authority form 220A.
• Participates in budget preparation by researching cost estimates of proposed items.
• Analyses
  incoming bids by coming up with a comprehensive analysis on the
  requirements of the bid for review by the committee meetings.
• Prepares the Request for proposal (RFP) reports for evaluation /tender committee’s review.
• Completes vendor forms and updates the scans and the vendor list on the fileserver.
• Ensures reconciliations for vendors by comparing invoices and payments.
• Provide input in strategic planning conversations to achieve Procurement unit goals.
• Manages the flow of complete procurement documents between the departments.
• Participates in developing, facilitating, implementing, monitor and reviewing procurement plans.
• Coordinates and facilitates the vendor pre-qualification process.
• In
  coordination with other departments establishes detailed requirements
  for office supplies, equipment and other goods and services required.
• Provides advice on the procurement component of the Coupa/Sylogist system, achieving results such as:
• Analyze
  and evaluate the finance workflows, processes and systems within the
  organization and recommend changes to enhance efficiency and
  effectiveness.
• Provide guidance and support to procurement
  users on system functionality, processes and procedures. • Assist in the
  development and maintenance of training materials and training delivery
  to procurement users.
• Work closely with the Coupa/Sylogist
  team to ensure that procurement requirements are integrated into the
  Coupa/Sylogist system.
• Function 2 (incl. Expected results)
  Participates in Coupa/Sylogist system implementation and upgrades,
  achieving results such as:
• Provide input into the design and testing of the procurement component of the Coupa/Sylogist system.
• Assist in the development of use cases related to the procurement component of the Coupa/Sylogist.
• Review and test system changes related to procurement to ensure accuracy and completeness.
• Collaborate with other subject matter experts to ensure system testing, integration, and data consistency.
• Ensure that procurement reports and analytics are accurately reflected in the system.
• Support the change management process and communicate changes to procurement users.
• Oversee and perform tests, follow up with SMEs as needed, and track the recording of test results (elaborate details).
• Function
  3 (incl. Expected results) Provides ongoing support for the procurement
  component of the Coupa/Sylogist system, achieving results such as:
•  Investigate and resolve procurement system issues reported by users.
• Monitor system performance and data quality to ensure accuracy and reliability.
• Identify opportunities for system improvements and recommend changes as needed.
• Ensure compliance with internal control policies and procedures related to procurement.
• Function
  4 (incl. Expected results) Collaborates with stakeholders to ensure
  effective use of the procurement component of the Coupa/Sylogist system,
  achieving results such as:
• Work with procurement management to define and implement processes and procedures related to the Coupa/Sylogist system.
• Collaborate with other departments to ensure that procurement data is integrated and consistent across the organization.
• Build and maintain positive relationships with key stakeholders, including IT, HR, and other business units.
• Act as a liaison between procurement and IT to ensure that requirements are accurately reflected in the system. •
• Provide advice and support on the use of the procurement component of the Coupa/Sylogist system.
• Function
  5 (incl. Expected results) Participates in Coupa/Sylogist procurement
  activities and deliverables, achieving results such as: 
• Participate in special projects related to procurement or Coupa/Sylogist systems as assigned.
• Provide support to other Coupa/Sylogist system components as needed.
• Function 6 (incl. Expected results) Performs other related duties, as assigned.

Representation 10%

• Assists in conducting market research to capture the current cost, evaluate offers from vendors and negotiate better prices.
• Liaises
  with vendors to create realistic delivery schedules and compare actual
  deliveries in order to evaluate vendor performance and responsiveness.
• Builds
  and maintains positive working relationships with all members of staff,
  and contactors both within and outside CWS Africa

Compliance 35%

• Manages
  the supply chain function at CWS which includes procurement of goods
  and services in a cost-effective, timely and transparent manner in line
  with CWS Polices, Co-operative Agreement and 2 CFR 200
• Responsible
  for managing all updated procurement contracts, coordinate and monitor
  the supply chain function to ensure compliance with procurement policies
  and practices and donor requirements.
• Ensures procurement records are accurate, up to date and in compliance with donor policies.

Data Management 10%

• Provide timely and accurate reports
• Tracks vendor invoices and utilities on the procurement excel spread sheet.
• Regularly updates the Note Verbal excel sheet.
• Tracks orders to ensure timely deliveries.

Additional Roles and Responsibilities 5%

• Performs any other duties as assigned to improve the operations of CWS Africa

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Qualifications
Experience:

• A minimum of Four (4) years’ experience in procurement or with similar administrative responsibilities required
• Experience in the non-governmental sector preferred.

Skills and competences:

• Demonstrated excellent computer skills for Microsoft Word, Excel, Access and Outlook Working knowledge of ERP and 2 CFR 200
• Demonstrated strong organizational and time management skills
• Strong written and verbal English skills
• Professionalisim
• Accountability
• Client Orientation
• Team work
• Communication
• Technological Awareness

Education & Certifications:

• Bachelor’s Degree in Procurement and Supply Chain Management or equivalent in Business Administration, and BCom.
• Diploma in Purchasing and Supplies Management is preferred
• Membership of professional bodies such as PSPTB, CPSP etc. required

Important Requirements:

• Strong English communication skills, both written and oral.
• Commitment to diversity, equity, and inclusion and willingness to support CWS’ Platform on Racial Justice as a CWS employee required

Special requirements

• COVID-19 vaccination is required for all successful candidates.
• Strong English communication skills both oral and written.
• The
  candidate should be in good health, willing and able to travel
  extensively in often difficult conditions and have a high degree of
  flexibility. Must have proof of yellow fever vaccination before
  travelling for CWS.
• This position is based in Kasulu, Kigoma – Tanzania.
• This position requires the use of laptops, competence in Microsoft Office packages is required.
• This
  position may require travel in sub-Saharan Africa on short notice and
  under sometimes difficult conditions to meet the demands of a dynamic
  operational program.
• Driver’s license class ‘E’ or above is required.
• Background check which includes references, educational and criminal checks is required before the start of employment.
• A
  valid passport and the ability to maintain a valid passport throughout
  the entire appointment is required, which includes having enough
  passport pages for travel.
• Physical: This position requires
  bending, squatting, crawling, climbing, kneeling, sitting, standing,
  walking, pushing/pulling, handling objects (manual dexterity), reaching
  above shoulder level, using fine finger movements, and lifting/carrying
  heavy loads.
• Environmental: Incumbents in this position will be
  exposed to excessive noise, marked changes in temperature and/or
  humidity, dust and infectious diseases, harsh weather climates, long
  work hours, bumpy roads, extended travel, excessive sun exposure, and
  non-ventilated spaces.
• The US embassy rates Tanzania as both
  high in crime and high in terrorism. Incumbents should fully understand
  the insecurities present within Tanzania and the region.
• Full-time/Part-time:
  All employees should be prepared to work from the CWS office within
  their location of hire. Remote work arrangements may vary depending on
  location and the governing rulings regarding the pandemic.

CWS
recruitment is free of charge. Church World Service (CWS) does not
charge fees of any kind during the recruitment process (Submission of
application, interviews, assessments, trainings, etc.). Any solicitation
of funds should be reported to Fraud@CWSAfrica.org.

CWS is an
Equal Opportunity / Affirmative Action employer. All qualified
applicants will receive consideration for employment without regard to
race, color, religion, sex, national origin, gender identity, genetic
information, disability or protected veteran status. Auxiliary aids and
services are available upon request to individuals with disabilities.