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The Procurement Officer works as part of the Logistics team to perform the day-to-day procurement activities for the Port Vila Office. The position will engage with vendors and CARE project staff at the direction of the Logistics Coordinator.
Job-Specific
Compliance:
- Ensure
adherence to CARE policies and procedures.
- Ensure
that compliance with policies is documented through systematic and random
verifications of policy implementation and Procurement records, based on a
schedule agreed with the Logistics Coordinator.
- Promptly
inform the Logistics Coordinator of any areas of concern of potential or
suspected violations of policies and procedures.
Procurement:
- Responsible for the daily
coordination of CARE Vanuatu procurement and freight delivery
activities.
- Actively
contribute to the overall program planning and implementation process.
- Ensure
all purchase requests are completed with specifications, unit costs and project
codes before submitting for approval.
- Enter all
completed Purchase Requests into the PR Tracking Sheet and update on a weekly
basis and send to Logistics Coordinator for review.
- Collect
quotations and bids from appropriate sources ensuring adherence to the CARE
Vanuatu Procurement thresholds and submit comparative bid analysis to Logistics
Coordinator for review.
- Interact
with selected vendors in coordination with Project Coordinators in Vanuatu with
respect to project procurements.
- Receive
the goods as per the description on the purchase order/request. Inspects goods upon delivery and rejects
inadequate, broken, lower quality and other items not meeting the requirements
of the order and ensure all information is collected on the Goods Received
Notes.
- Submit
Payment Requests to Finance accompanied by complete procurement documentation.
- Maintain all procurement files
with completed documentation.
Other:
- Assist the
Logistics Coordinator in updating the Authorized Suppliers, using CARE’s
selection and pre-qualification processes. Update list on a regular basis and
circulate to relevant staff.
- Conduct
regular market surveys in key procurement categories to ensure that CARE is
receiving best value for money.
- Assist the Logistics Coordinator with Due Diligence checks (supplier references, site visits, historical
data, and anti-terrorism compliance checks) for Authorized Suppliers and
Contracted Suppliers.
- Perform any other duties as may be assigned by the supervisor.
Criteria:
- Certificate in Logistics or relevant experience.
- Familiarity with use of Microsoft office and
excel
- Knowledge of relevant Vanuatu laws.
- High level of personal integrity and honesty
- Excellent attention to detail.
- Ability to multi task and work with competing
deadlines.
- Demonstrate sensitivity to gender issues and
different cultural environments.
- Demonstrate a high level of communication skills,
interpersonal skills, and patience.
- Commitment to development principles and CARE
values.
- Advanced written and verbal English language
skills.
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