Procurement

• Preparation, co-ordination and implementation of consolidated annual procurement

• Plans and ensure user departments adhere to it in line with approved budgets.

• Formulate the Value for Money (VFM) framework to inform the organization procurement is in line with donor and internal rules

• Preparation of Request for proposal documents

• Coordinate the receipt, opening and evaluation of quotations, tenders, or proposals for goods, services or works.

• Preparation and management of contracts in liaison with the HOFA for its legality and ensure proper authorization in accordance with SHA policies.

• Monthly procurement planning, ensuring project managers adhere to procurement plans in line with budgets;

• Ensuring Preferred supplier lists are in place and due diligence performed;

• Ensuring timely, efficient and effective procurement of goods, services and works, while strictly adhering to the procurement policy;

• Establishing in liaison with the relevant projects and end-users, quality specifications of goods and services required by SHA;

• Carrying out designated checks on quality and security aspects of procurement;

• Managing the disposal of obsolete and disposable items with authorization from the HQ.

• Secretary to the Bid Evaluation Committee; collate and present procurement documentation to the relevant Tender committee for adjudication and award;

• Administration and documentation on Salesforce for Tenders and Negotiated Procedures

• Prepare supplier’s contracts and purchase orders and submit for approval;

• Maintain files and records for all procurement processes, tenders, procurement evaluations, contracts, Purchase orders and all correspondences relating to the procurements on Salesforce and Box;

• Submit procurement documents, contract and CBAs for payment processing on Salesforce;

• Responsible for asset tagging and recording on Salesforce

• Facilitate the annual procurement audit, fixed asset count and other internal, donor or statutory audits and procurement or asset reviews.

• Facilitate for insurance cover for all assets and equipment for SHA.

• Recommend any changes that would strengthen the integrity of procurement and fixed asset management

• Report compliance to internal and donor policies

• Provide regular training and support to colleagues on procurement and associated policies to Ensure all relevant staff members are aware of their responsibilities

• Ad-hoc tasks that may arise

Administrative:

• Responsible for purchase request internally or externally, as requested by concerned departments;

• Responsible for establishing inventory management system of the organization with the support of Finance Department;

• Suggests the disposal of fixed assets with sound justifications;

• Collects all Goods Receiving Reports, Store Requisitions Issue Vouchers, Waybills, & Other related documents from the store and files in numerical sequence in a separate box files;

• Ensuring all necessary paperwork is scanned and saved to Salesforce and/or Box

• Checks and verifies the accuracy of all documents and other relevant supporting documents prior to processing the records;

• Calculates unit cost, fills the price of each item in the Goods Receiving Report and update stock cards;

• Selects at random some of the stock cards and checks against the bin cards counting the items at the same time

• Responsible for reporting the outcome, and if there is any discrepancies in any of the item, investigates and effects adjustment after proper management approval;

• Prepares and submits quarterly fixed asset and inventory reports to the immediate supervisor;

• Responsible for maintaining fixed asset register on Salesforce

• Responsible for maintaining inventory of furniture, fittings, equipment, etc. for both the office, residence and rented houses;

• Conducts annual inventory of all line items;

• Perform any other assigned tasks by the HoFA