Procurement Officer

Job Purpose:

To execute day-to-day procurement activities for food and non-food goods and services, ensuring timely, compliant, cost-effective, and properly documented sourcing in support of CAR project operations. The role obtains and evaluates quotations, maintains vendor and purchase records, follows up on orders and deliveries, and coordinates with internal stakeholders and suppliers in accordance with approved procedures, budgets, quality requirements, and ethical standards.

Key Responsibilities:

• Process approved purchase requisitions and confirm that specifications, quantities, required delivery dates, budget information, and supporting approvals are complete before sourcing.

• Obtain competitive quotations from qualified local and regional suppliers in accordance with procurement procedures and delegated authority limits.

• Prepare quotation comparisons and bid evaluation summaries covering price, specifications, availability, delivery lead time, payment terms, and other commercial conditions for review and approval.

• Support vendor registration and onboarding by collecting, checking, and filing required documents, including registration forms, trade licenses, banking details, references, and compliance records.

• Create and maintain accurate purchase orders and procurement records in the ERP system, ensuring all approvals and supporting documents are attached and traceable.

• Follow up with suppliers on order acknowledgement, production or availability, dispatch, delivery schedules, and outstanding documentation; promptly escalate delays or supply risks.

• Coordinate with Operations, Inventory, Warehouse, QA/QC, Finance, Transport and Logistics, and requesting departments to clarify requirements and support timely receipt of goods and services.

• Verify that delivered items and services correspond with approved purchase orders, specifications, quantities, and required quality or food-safety documentation, and assist in resolving discrepancies.

• Maintain complete electronic and physical procurement files, including requisitions, quotations, evaluations, approvals, purchase orders, delivery records, invoices, and supplier correspondence.

• Maintain accurate supplier master data, quotation records, purchase order trackers, delivery status reports, and other procurement registers required for management reporting and audits.

• Liaise with Finance and suppliers to support invoice matching, resolve documentation issues, and facilitate timely payment in line with agreed terms.

• Support supplier performance monitoring by recording delivery, quality, service, and compliance issues and providing information for periodic evaluations.

• Conduct routine market checks and identify potential sources of supply, price changes, availability constraints, and lead-time risks for escalation to the Procurement Supervisor.

• Apply procurement policies, approved budgets, segregation of duties, confidentiality requirements, and ethical standards; immediately report suspected conflicts of interest, fraud, bribery, favouritism, or unauthorized commitments.

• Support internal and external audits by retrieving complete and accurate procurement documents and responding to information requests within agreed timelines.

• Perform additional procurement duties assigned by the Procurement Supervisor or Procurement Manager and report health, safety, environmental, food-safety, security, and near-miss incidents in accordance with company procedures.

Minimum Requirements:

• Diploma or higher qualification in Supply Chain Management, Procurement, Business Administration, Logistics, Finance, or a related field.

• Minimum 4 years of relevant procurement, purchasing, supply chain, or logistics experience. Experience in food rations, humanitarian, remote-site, government, UN, or complex field operations is preferred.

Knowledge & Skills Requirements:

• Proficient in MS Excel and Microsoft Office; experience with ERP/procurement systems (e.g., Oracle, SAP, Dynamics) preferred.

• Knowledge of procurement processes, supplier management, purchasing documentation, inventory/logistics coordination, and procurement ethics; CIPS or equivalent certification is an advantage.

• Strong organizational skills with the ability to manage multiple priorities, meet deadlines, and support urgent operational requirements.

• High level of integrity, confidentiality, and attention to detail in handling sensitive information.

• Willingness to travel within CAR, including remote and high-risk locations, as required.

• Knowledge of CAR supplier markets and regional sourcing networks is an advantage.

• Strong communication and interpersonal skills.

Competencies Required:

• Collaborative working

• Integrity and ethical judgment

• Attention to detail and accuracy

• Negotiation

• Analysis and commercial awareness

• Time management and prioritization

• Planning and organizing

• Problem solving

• Adaptability and resilience

#LI-Onsite