Procurement Officer

Sunaulo Parivar Nepal

Details / requirements:

Sunaulo Parivar Nepal (SPN) is a wellâ€established NGO delivering Family Planning and Sexual Reproductive Health services throughâ€out the country via centres, mobile outreach teams to remote areas and social marketing. It works in partnership with Marie Stopes International UK (MSI), a global social business providing reproductive health services across the world with a mission of ensuring individual's fundamental right to have children by choice not chance. We are looking for people who want to embrace new ways of working, use their initiative, take on multiple tasks, be a team player, and deliver solid financial results to ensure we can expand our services to more men and women in Nepal.

The Procurement Officer who is responsible for systematic execution of all procurement procedures and timely and cost effective purchasing of all equipment, supplies and services required by SPN. 

JOB DESCRIPTION:

Planning

  • Ensure that all goods and services are of acceptable quality and are purchased and delivered on time
  • Actively coordinate with all departments and centres as necessary to ensure timely procurement of equipment and services that are fit for purpose and best value for money
  • Provide a calendar (Procurement Plan) for purchases and ensure under or over stocking of materials is avoided and organizational needs are met
  • Work with the Operations Team, logistic team and project team to ensure close integration of logistics planning of centre operations and project operations, and procurement at project level
  • Coordinate Procurement Committee meetings, including preparation of agenda documentation, taking minutes etc.
  • Coordinate timely completions of clinical supply activities through close interaction with all aspects of the Supply Chain, including Logistics and Operations

Internal Controls

  • Ensure that there are no stock outs or stock expiry
  • Ensure that periodic physical verification of stock is taken and variance with book records reported with recommendations
  • Monitor stock usage and lead times for all commodities, pharmaceutical supplies and equipment and lead efforts for forecasting and calculating supply needs in conjunction with Finance, Operations and Logistics Teams
  • Advise Senior Management Team (SMT) on the general standards of market conditions and possible overrides of the procurement policy and procedures
  • Keep up-to-date on all innovations in supply chain management and changes in donor procurement regulations and advise SMT
  • Submit a monthly report to the Director of Finance (FD) of all items procured for the month, items paid for and items owing

Purchasing function

  • Ensure that all aspects of the procurement process complied with SPN/MSS/MSI and donor regulations and no procurement rejected for non compliance by auditors
  • Maintain good connections with suppliers in Nepal and develop new supplier links within Nepal. The PO will continuously negotiate contracts with suppliers to develop mutually beneficial long-term partnerships and the best possible service and price for SPN/MSS/MSI.
  • Prepare and compare quotations and tenders, ensuring compliance with SPN/MSS/MSI and donor procurement guidelines, and make recommendations to SMT on favourable supply in terms of cost and quality.
  • Prepare and administer purchasing contracts on behalf of management under the guidance of the FD
  • Manage the shipping and clearing of goods into Nepal: including liaising with customs agencies; facilitation of shipment of goods; liaising with sender offices and customs agencies.
  • Coordinate with MSI Procurement and Logistics Department in London to ensure that all equipment and pharmaceutical products ordered internationally, or through the MSI Support Office in London, are ordered in a timely manner and cleared through customs quickly and cost effectively
  • Monitor the supply chain, ensuring all reporting through the supply chain is completed to SPN/MSS/MSI and donor requirements

Record keeping and other documentation

  • Ensure that complete records are kept for all procurement and ensure that goods purchased are delivered to the appropriate location/person.
  • Develop and maintain a database of preferred suppliers, ensuring all suppliers are appropriately accredited.
  • Ensure purchase orders are raised by Finance department in respect of purchases made.
  • Keep proper records of local tax laws and other procurement regulations (Sarbajanik Kharid Ain- 2063 , Sarbajanik Kharid Niyamawali, 2064)
  • Keep proper records of service/ other contract documents with suppliers.
  • Keep proper records of tenders/bids in respect of purchases
  • Responsible for maintaining all Procurement Dept. files in a professional manner.

Job Specification:

  • Bachelor degree in General Administration, Logistics or Supply Chain Management, Business Management or related field
  • Knowledge of donor procurement regulations
  • Knowledge of pharmaceutical procurement (desirable) 
  • Fluent in English both oral and written.
  • At least 3 years of proven professional experience of handling all aspects of the procurement process for supplies, equipment and services within a large organisation
  • Demonstrated experience of strong negotiating skills and actively managing relations with suppliers

Suitable candidates meeting the above criteria are invited to send a CV and covering letter to recruitment@msinepal.org.np by 5 pm, 7 November, 2016. Only short listed candidates will be invited for the next stage of the recruitment process. 

SPN reserves the right to appoint no candidate or to appoint a candidate that does not fulfill all minimum criteria but has the best overall performance during the recruitment process. SPN reserves the right to appoint a lessâ€well qualified candidate at a lower grade. SPN reserves all rights to qualify/disqualify applications in any case. 

SPN accepts Nepalese citizens only and encourages women, people of ethnic minorities and Dalits to apply.

Overview

Category Logistics / Procurement
Openings 1
Experience 3+ years
Education BBA / BBM
Posted Date 25 Oct, 2016
Apply Before 07 Nov, 2016
City Kathmandu