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Senior Procurement Officer

November 23, 2016

• Support in the effective management of the Procurement Unit in line with Procurement Guidelines and Standard Operating Procedures.

Key Responsibilities

• The roles and responsibilities apply to the procurement functions of; Strategy & Planning; Advisory and Support, Sourcing, Negotiation and Contracting, Supplier Performance, Knowledge Management, Supervision and Relationship Management.

• The specific roles and responsibilities will be to execute the procurement duties below in line with MSION Procurement Guidelines, Standard Operating Procedures and other relevant policies and procedures;

Procurement Forecasting & Planning:

• Support and participate in the preparation of the MSION Procurement Plan and subsequent updates of the Plan.

• Support in the implementation and realization of the Procurement Plan through sending notification to Programs and Departments to initiate Procurements; and advising on changes in procurement plan for Procurement Processes.

Liaison, Coordination & Technical Support:

• Communicating with suppliers, contractors, and MSION staff regarding purchase requisitions, specifications, bids, contracts, orders, and related matters.

• Preparing draft submissions to Cross Function Evaluation, Negotiation, Product/Technical Committee, Legal Team and Procurement Committee.

• Supporting and providing technical guidance to Programs and Departments in drafting specifications, establishing price estimates and other procurement technical aspects.

• Managing expectations of Users in line with applicable procedures and processes applicable.

Sourcing, Evaluations & Negotiations:

• Participate in the Prequalification of MSION Approved Suppliers in line with MSION Procurement Guidelines.

• Making recommendations to HPILAM to updating the MSION Approved Supply List.

• Ensuring that the Approved Supply List and Data Base is up to date.

• Ensuring that an up to date price List of Frequently procured items is maintained.

• Participate in cross-functional project teams assigned to develop or evaluate contracts or proposals.

• Apply proper descriptive terminology or specifications to requisitions for commodities and services; apply independent judgment and technical knowledge to analyzing bids, making awards, examining merchandise quality, and comparing specifications and prices of competitive items

• Assist in the development a variety of purchasing-related documents including contract terms, conditions, specifications, and contractual agreements.

• Secures price quotations and prepares terms, conditions, and/or specifications for prospective purchases.

• Making recommendations of the appropriate evaluation methodology and criteria procurements.

• Conduct and participate in the evaluation of proposals, bids, and quotations.

• Preparing evaluation reports and bid analysis and recommendations of award of contract.

Contracting & Contract Management:

• Preparing Purchase Orders with the Use of Tally System.

• Drafting, editing, reviewing, and interpreting contract terms, conditions, and specifications;

• Recommending negotiations and contract award for supplies.

• Ensuring the Supplier Performance reports are obtained per procurement transaction from Users/Programs.

• Examining, inspecting, and comparing the quality of merchandise and/or services purchased or to be purchased, to ensure that they meet the MSION requirements.

• Ensuring that the procurement transactions due for payment are complete and submitted to Finance for action.

Reporting & Knowledge Management:

• Preparing the Updated Monthly Procurement Plan and Monthly Procurement Reports.

• Ensuring that the appropriate Procurement Reference Numbers are assigned to every procurement transaction.

• Ensure a complete audit trail for all procurement process documentation.

• Liaise with Regional Officers on the submission of Monthly Procurement reports.

• Maintaining an up to date Procurement, Contract Risk & Register.

• Maintaining an up to date Supplier list with key supplier details; Supplier Admin & Bid Logs.

Supervisory & People Management:

• Supervises subordinate-level employees including: planning, organizing, and assigning the day-to-day workload; employee training and development; completing performance evaluations; and maintaining adequate staffing levels.

• Prioritizes own work and assists coworkers, vendors, and others with questions related to purchasing policies and procedures.

• At all times, maintain effective working relationships with all stakeholders interacting with P&L Functions.

• Any Other Duties assigned from time to time.

Job Specific Competences:

• Independence

• Analytical Thinking

• Conceptual Thinking

• Proactivity

• Results Orientation

• Thoroughness.

Education, Qualification and Training

• Essential: Bachelor’s Degree in Supply Chain Management, Procurement & Stores Management, Commerce, or Business Administration.

• Essential: A professional Qualification in Procurement or at least Professional Qualification (e.g CIPS, NAVY,)

• Essential: Fluency in English (Written, Spoken and Reading)


• Proven excellent technical oral, written, and editing abilities

• Ability to present and write for multiple audiences

• Extensive working knowledge of Microsoft Office

• Ability to work well with others in team environments

• Must be able to satisfy stakeholders

• Should be able to work in deadline driven/results orientated atmospheres

• Strong people management skills

• Strategic guidance and planning skills

• Report writing


Interested candidates should forward their updated CV to HR through this email: OR send your contact information to this contact.