Procurement & Operations Specialist

About the role:

• The role of the Procurement & Operations Specialist is to provide support in the management of the Procurement and Operations function through the acquisition of goods and services at quality standards, at the lowest possible cost and while adhering to MSH and Donor Procurement Policies and Procedures.

Specific Duties:

• Coordinate procurement of office supplies and services including sourcing quotations using RFQs/RFPs, preparing vendor selection sheets, issuing local purchase orders and verifying deliveries, quality of goods and invoices.
• Verifying Purchase Request forms submitted by requestors to ensure that requirements and specifications of goods/services are indicated and authorized signatory for approval is obtained.
• Tracks all PRs
• Verify if Purchase Request contains a restricted or ineligible good/service by checking the USAID Restricted and Ineligible Goods
• Assist with Visa Arrangements and ensure well-coordinated travel arrangements and logistics for all MSH in-country and international travels
• Checking stock record cards to ensure that project staff sign for each item collected from the stores.
• Verify Withholding tax certificates from vendors before payment is made.
• Coordinate with Technical Teams to ensure adequate Procurement Planning and timely preparation of Purchase requests and Activity Profiles to eliminate delays.
• Ensure effective coordination and execution of procured services such as Hotel services, Catering services, etc.

• Conduct regular price surveys and determine price reasonableness for all procurements.

• Filing all purchase documents for audit purposes and easy reference including copies of purchase requests, quotations, purchase orders, delivery notes, and invoices in the Procurement file. Receive invoices from suppliers and attach Goods Received Note for payment processing.

  This list is not exhaustive, the Procurement & Operations Specialist will be expected to carry out other duties as assigned to achieve the outcomes desired by our client and needed by the people the project aims to serve.

QUALIFICATIONS

What do you need to apply?

MSH employs people of passion, we seek those individuals who dream of a better world. We look for professionals who combine experience, local knowledge, and an understanding of international best practices.

Specific requirements for this role would be:

Education:

• Bachelor’s degree in business administration/ procurement/ finance/ accounts, logistics, supply chain management and 3-5 years experience or Master’s degree in a related field and 0-2 years experience.

Experience:

• 3-5 years of relevant and progressive experience in procurement and supply management.
• Experience with general aspects of international donor regulations.
• Strong numeric skills and attention to detail and quality.
• Ability to work in a team-oriented environment while maintaining an individual workload.
• Logical and flexible approach to solving problems, especially when working under pressure.
• Monitoring/assessing performance to make improvements or take corrective action.

Knowledge and Skills:

• Ability to work under pressure.
• Planning and scheduling skills
• Good organizational skills
• Good communication and interpersonal skills
• Ability to produce high-quality reports and data analysis
• Demonstrated ability to interact professionally with  a culturally diverse staff, clients and consultants.
• Ability to work independently, take initiative, and ability to meet deadlines with attention to detail and quality.
• Demonstrated intermediate computer skills in Microsoft Office Suite applications.

Competencies:

• Functional expert – has knowledge of processes and products
• Influencer – relates to people, builds relationships, and effectively presents arguments.
• Results seeker – meets deadlines, identifies actions, and achieves goals
• Innovator – thinks creatively, anticipates changes, and produces solutions
• Adaptor – stays calm under pressure and handles criticism well
• Complier – follows procedures and encourages others to as well