Procurement Officer

• As a member of the Corporate Contracts, Procurement & Compliance Office, the Procurement Officer plays a critical role in advancing MSH's Mission of working shoulder-to-shoulder with countries and communities to save lives and improve the health of the world's poorest and most vulnerable people by building strong, resilient, sustainable health systems.
• The Procurement Officer is responsible for procurement of goods and services from initial sourcing through delivery.
• This involves the process of selecting vendors, negotiating contracts, forecasting demand, and managing the fulfillment of supply.
• The Procurement Officer is responsible for supporting cross-functional teams to achieve cost, delivery, and quality metrics, as well as vendor management.
• This position holder will ensure the day-to-day operations to achieve key results in support of the business - flexing resources, optimizing demand, and satisfying stakeholder requirements.
• The Procurement Officer will work collaboratively across divisions and countries establishing strong relationships with peers, senior leaders and other stakeholders.
• This position will demonstrate the ability to get things done through both formal and informal networks, using diplomacy and tact to gain cooperation and support from others.

Main Duties and Responsibilities

Procurement of Goods and Commercial Services (50%):

• Identify Vendors of goods and services in line with MSH procurement procedures and donor regulations.
• Negotiate terms with vendors such as price, quality of goods, deadlines, expectations etc.
• Liaise with vendors and stakeholders (requestors in divisions and projects) regarding updates and details of specification, quality and price requirements.
• Evaluate and compare goods and services to determine which best meets the organization's needs.
• Obtain goods at the right cost for the quality required.
• Create Purchase Orders and tally these with Purchase Requests.
• Work collaboratively with the Accounts Payable team to analyse invoices to ensure accuracy of goods and services delivered.
• Work closely with the project teams to understand details of procurement requirements.
• Assist with Procurement where Countries have staffing or knowledge gap.
• Provide proactive timely feedback and updates to project teams and division leads on progress of their procurements.
• Organize regular meetings with stakeholders to troubleshoot, resolve technical issues impacting the timely delivery of planned procurement actions.
• Responsible for the procurement of restricted commodities on behalf of country programs.

Logistics Management (15%):

• Conduct regular review of past performance of key freight forwarders ensuring that there is a good number of freight forwarders to support MSH international freight needs.
• Coordinate the flow of goods purchased internationally from the vendor to the end user i.e. country offices. Putting in place effective trackers that ensure teams are kept up to date.
• Coordinate with local procurement teams in the timely preparation of import documentation and authorizations for all air and sea shipments.
• Ensure timely management of carriage for imports and exports.
• Work with Freight forwarders, ensuring the integrity of import and export documentations such as final invoice, packing list, air way bill, bill of lading.
• Conduct verifications of all freight invoices.

Compliance Management (20%):

• Conduct timely review of exceptions between Purchase Requisitions, Purchase Orders and Receipts.
• Ensure robust documentation of all procurements and updated centralized filing in SharePoint.
• Ensure accuracy of electronic purchase orders, i.e., correct coding in line with the finance procedures.
• Maintain knowledge of Federal Import/Export regulations, Federal Acquisition Regulations and MSH's compliance with the regulations to coach/train staff and ensure compliance.
• Ensure compliance with US Government and MSH policies and procedures.
• Ensure compliance with procurement regulations and standards.
• Ensure 100% regular clearance verifications performed against all vendors of goods and services in assigned countries.
• Ensure business review meetings with project procurement teams to review compliance and implement improvements and best practices.
• Provide direct support via planned country and field operations visits.

Training and Project Rollout (15%):

• Support the development of training materials; provide coaching and mentoring for staff delegated authority to perform procurement functions.
• Support the training of field procurement officers in MSH procurement policies and practices.
• Support and manage deployment and rollout of assigned initiatives and projects rollouts. i.e., implementation of new ERP systems and tools in MSH Country offices.
• Lead mentoring of Country Office Finance and Procurement staff to complete signatory delegation process.
• Support Country start-ups and close-outs.

Qualifications

Education and Experience:

• Required: Bachelor's Degree in Procurement, Purchasing and Supply, Business Administration, or another field related to the assigned responsibilities.
• Required: Minimum of three years of experience in procurement and operations
• Preferred: Corporate sourcing and procurement Experience
• Preferred: 2+ years INGO experience i.e. U.S. government-funded projects, DFID, and others
• Proficiency in Microsoft Office programs, especially Excel spreadsheets.
• Experience in the use of ERPs like QuickBooks and Deltek Costpoint

Knowledge and Skills:

• Knowledge of global sourcing and procurement strategies, tactics, processes, procedures, and systems.
• Experience in development of policies and procedures.
• In-depth knowledge of federal procurement regulations and US government donor regulations.
• Proficiency with Procurement Systems and Sourcing tools.
• Experience supervising staff.
• Negotiation skills.
• Capacity building/facilitation skills.
• Experience in cross-cultural work environment.

Competencies:

• Adaptable, creative, collaborative and able to think strategically.
• Critical thinking and technical expertise - uses logic and methods to solve complex business problems, seeing hidden problems, decision making effectively under pressure.
• Purpose driven and outcome focused - moving roadblocks, tackling difficult problems and is action oriented.
• Developing and leading talent - coach employees to improve performance, encourage stretch tasks and assignments.
• Thinking digitally - picking up new technical skills and knowledge quickly, gains familiarity and is comfortable using a range of digital collaborative tools.
• Operate as a nimble learner - knowing personal strengths, weaknesses and limits, has a growth mind-set.
• Committed to continuous improvement and willing to develop new skills over time.
• Keen customer focus on internal/external stakeholders.
• Impeccable negotiation and problem-solving skills.
• Exceptional interpersonal skills and rapport building.