Concern Worldwide is an international humanitarian organization that strives for a world free from poverty, fear, and oppression. We deliver life-saving and life-changing interventions to the world's poorest and most vulnerable people. From rapid emergency response to innovative development programming, we go to the hardest to reach places to make sure that no-one is left behind.

Section/Unit: Admin
Grade Level: D0 to D5 Gross Salary Range between 584- 710 USD
Supervisor: Systems Coordinator
No. of Post: 1
Duty Station: 80% El Geneina and 20 % Field Travel if required This is none relocatable position to be based in El Geneina
Duration: 12 Month
Closing Date: 08 Jan 2023

Background:

The Systems Department is committed to implementing and maintaining the highest standards of efficiency and integrity in service delivery to both internal and external stakeholders. The Systems Department facilitates and manages organizations Procurement, Transport, Warehouse and Assets functions in line with formulated internal frameworks and being compliant with set donor regulations and guidelines. The overriding objective for all Concern Worldwide System’s activity is the prompt and effective provision of materials, goods and services to Concern Worldwide beneficiary populations in compliance with donor specifications.

The Procurement Officer will be responsible and accountable for the delivery of goods, services and works in Concern’s office in ElGeneina Office. He/she will execute his/her duties in accordance to Concern Worldwide Policies & Procedures and donor guidelines. He/she will effectively and efficiently support procurement systems, processes and activities to deliver quality programing on time in line with organizational strategy, donor requirements and within allocated budgets.

Duties and responsibilities:

Documentation & Compliance:
Ensure that all procurement related activities are well documented, are in compliance to all procurement frameworks and laid down policies and procedures by:

Ensuring that all Supplies Requests and subsequent documentation are approved in line with the Country Delegation of Authority Matrix.
Following the right solicitation procedure for different procurement thresholds and filing all procurement related documentation.
Being responsible for preparing RFQs, etc. for review and approval before sharing with potential vendors.
Ensuring that the evaluation and selection criteria of vendors/supplier is appropriately executed and documented as outlined in the Procurement policies and procedures.
Ensuring that the right and appropriate contract is prepared, reviewed and duly approved upon selection of a vendor/supplier.
Ensuring that all documentation and correspondences arising out of any procurement related transaction is appropriately documented and incorporated in the corresponding procurement file.
Implementing any outstanding logistics related audit recommendations in liaison with the Systems Coordinator.
Reporting & Records Management

Ensure that all procurement records are properly kept and all reports submitted in a timely manner by:

Maintaining all Procurement files (both hard and electronic copies) in an organized, accurate and up to date manner. (This includes all Purchase Orders, Contracts, Agreements etc.)
Maintaining and regularly updating supplier database and carry out Market Surveys as directed by Logistics Manager.
Maintaining and keeping an updated version of the procurement tracker and sharing it with Logistics Manager on a weekly basis.
Generating any other procurement related reports as may be requested by the systems Coordinator.
Internal & External Business Partnerships:
Ensure that the procurement function works better together with both internal and external stakeholders by:

Assisting requestors to outline correct item specifications when making supplies request.
Liaising with the Transport & Warehouse Officer on the procurement pipeline and anticipate dates for receiving commodities.
Liaising with the Government and Liaisons Officer for HAC approvals relating to Tender advertisements.
Proactively sharing information with requestors on status of their supplies requests and ensuring that procurement lead times are adhered to across all thresholds.
Timely and promptly arranging for Procurement Committee Meetings (as and when required).
Working closely with Program Experts for Technical advice when procuring specialized commodities, services or works.
In collaboration with the Logistics Manager, support programing teams in the development and close monitoring of procurement plans.
Preparing accurate and complete Payment Requests (with all supporting documents) and onward submission to Finance Dept. upon System Director’s review and approval.
Constantly coordinating & liaising with other support functions (HR, Admin, and Finance) to effectively provide support to program implementation.
Managing procurement related external communications with vendors/suppliers in liaison with the Systems Coordinator and (or) Area Coordinator.

Minimum Qualification, Skills and Experience Required:

Essential

Bachelor’s Degree required, preferably in Procurement, Logistics, Administration or related field with demonstrated experience in Procurement and (or) Administration in Sudan.
At least three (3) years of progressive experience with at least two (2) years’ experience with an International NGO in Procurement.
Demonstrated working knowledge and understanding of the Procurement Cycle.
Strong computer skills in Word and Excel
Strong interpersonal skills and ability to relate well with colleagues across all hierarchy levels
Strong Communication (both oral & written) and negotiations skills
Fluency in English, knowledge of Arabic is an asset.

Desirable

Willingness to undertake regular field visits and interact with different stakeholders, especially primary stakeholders
Excellent interpersonal and communication skills, facilitation skills and writing skills.
Competencies:-

Essential

Managing yourself
Leadership
Communicating and working with others
Delivering Results
Planning and Decision Making.
Desirable:

Creativity and Innovation
Influence, Advocacy and Networking
Change Management

Other duties:-

The above duties will be prioritized by the manager in consultation with the post-holder. The post-holder may be asked to re-organize their work to help Concern respond to changes in type or extent of need. This would be done in a way consistent with the purposes of the post and in consultation with the post-holder.

Confidentiality:

Except in the normal duties of work, information relating to the practices and business of Concern Worldwide must not be disclosed to another person or organization without authorization.

Emergency Response:-

Concern is committed to responding to emergencies efficiently and effectively in order to help affected people meet their basic needs, alleviate suffering and maintain their dignity. To this end, when emergencies strike and Sudan Program is to respond, all staff are required to actively participate in the response, regardless of location and contribute to the efforts aimed at achieving the humanitarian objective of the organization.

Concern is an equal opportunity employer. Qualified women candidates are particularly encouraged to apply.

Concern Code of Conduct and its Associated Policies.

Concern has an organizational Code of Conduct (CCoC) with three Associated Policies; the Programme Participant Protection Policy (P4), the Child Safeguarding Policy and the Anti-Trafficking in Persons Policy. These have been developed to ensure the maximum protection of programme participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organisation, and the standards of behaviour expected of them. In this context, staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s

Core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Concern Staff Code of Conduct and Associated Policies as an appendix to their contract of employment. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies

To apply : 

Please submit a cover letter , CV detailing your experience skills and qualifications, your experience and educational certificates, ID, Birth Certificate, National Number, Contact details for two professional references to Sudan Job  Website.