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25 Jan 2024

Procurement Officer at WiLDAF

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Job Description

Job Summary
About WiLDAF:
Women in Law and Development in Africa Women in Law and Development in Africa (WiLDAF), is a pan African women’s rights network which is dedicated to promoting and strengthening strategies that link law and development to increase women’s participation and influence at community, national, region and international levels.It was founded in February, 1990 in Harare Zimbabwe – following the NGO forum held within the context of the UN Decade for women- and, whose theme was “Women rights and Development: Network for Empowerment in Africa”. Since then, the organization has established chapters in 26 African countries, including Tanzania, constituting over 350 organizations and 3,000 individuals who share these objectives. WiLDAF has 20 years of experience and excellent track record to advance women’s rights and their status in Tanzania. This is because gender equality is not only a fundamental right, but also a necessary foundation for peaceful, prosperous and sustainable world.

Our Focus Areas Of Intervetion And Priority Programs:

  1. Increased access to Justice for Women, Girls, And Other Marginalized Citizens
  2. Reduced Gender Based Violence to and Violence Against Women And Children
  3. Strengthened Women’s and Young Women’s Participation In Leadership And Feminist Movements.
  4. Increased Access to Sexual And Reproductive Health And Rights (SRHR) And Bodily Autonomy
  5. Enhanced Women Economic Justice And Rights
  6. Strengthened Partnership And Institutional Capacity That Is Supported By A Good Governance Framework That Is Gender Inclusive And Sustainable.

Duties And Responsibilities
The Procurement Officer is responsible for the efficient coordination and management of procurement functions for IRC’s office. The position holder will procure Program supplies, services and equipment, whilst ensuring good practices and maintaining audit-compliant records. You will ensure that all purchases of goods and services are done transparently, at the best available price, and in compliance with IRC and donor procurement policy and procedures.Other Duties and Responsibilities will include;
Procurement Management

  • Receive and check for clarity and approval of all procurement requests from various departments.
  • Support the country wide procurements in a timely and cost-effective manner.
  • Ascertain specifications, financial codes and appropriate authorization on procurements.
  • Support to the field offices in terms ensuring that all the procurements are conducted as per the approved procurement plans, as well as abiding by the different donor procurement guidelines.
  • Participate in tender evaluations and present the reports to the Procurement committee.
  • Support in tendering processes by issuing out bids to interested bidders.

Reporting and Documentation

  • Maintaining and updating the procurement tracker regularly and share it on a weekly basis.
  • Review and update the procurement status update weekly to keep the program teams updated with the status of their procurements.
  • Ensuring a proper filing system through the use of e-filling system for all the procurement related documents.

Vendor/Supplier Relationship Management

  • Provide feedback to various vendors on their performance regarding order fulfilment.
  • Coordinating with vendors to ensure flexibility in terms of delivery while handling emergency procurements.
  • Dialogue with vendors to ensure compliance to quality standards as per the SCI standards.

Order management:

  • Regular follow up with suppliers to ensure timely delivery of supplies and services.
  • Providing weekly updates to the various programs on the status of the procurement being handled at the country office through sharing the weekly status updates.
  • Proactively track all orders issued out to vendors and ensuring deliveries are made within the shortest time possible.

Education Other Skills Required
  • Bachelors in Procurement & Logistics, Supply Chain Management or any related field
  • Minimum of 2 years of relevant experience working in procurement, preferably in an NGO or development program.
  • Registered with the Procurement Engineers board.
  • Strong knowledge and experience of implementing procurement processes, driving contract compliance and embedding buying best practice;
  • Excellent supplier management skills and a strong ability to hold suppliers accountable to deliver on their responsibilities;
  • Knowledge of policies and their compliance requirements in respect of Procurement and wider supply chain activity;
  • Strong interpersonal and communication skills including influencing, negotiation and coaching;
  • Excellent organizational skills, with the ability to juggle multiple tasks with competing priorities and simultaneously stick to deadlines, whilst maintaining relationships with suppliers and customers;
  • Excellent reporting skills, particularly the ability to quickly develop clear and concise delivery tracking, scheduling or pricing while contributing to monthly KPI reports;
  • Willingness to undertake field travel as required and work in difficult environments according to travel environments;
  • Excellent oral and written communication skills; fluency in spoken and written English

Core Attributes and Skills:
The successful applicant will display the following:

  • Knowledge of generic procurement procedures and practices
  • Good collaborator with effective interpersonal and analytical skills who work
  • seamlessly across cultures, organizational units and suppliers.
  • Knowledge and experience in procurement plans, strategies, market analysis techniques, procurement and contracting
  • Good negotiation skills
  • Excellent skills in conducting market analysis and sourcing strategies.
  • Able to work effectively in a matrixed structure
  • Computer literacy (Microsoft Office Word and Excel spreadsheets; Outlook)

Code of Conduct:
To uphold WiLDAF’s financial policies and procedures, staff code of conduct and values at all times during the course of your post with the organization. Acting as a role model in the course of your duties

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Method of Application

Interested candidates who fulfill the requirements are required to send their Cover letters and CVs to [email protected] .
People Living with Disabilities (PWDs) are highly encouraged to apply.Only shortlisted candidates will be contacted for an assessment

Deadline for the application is 05th February, 2024

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