procurement officer-Part Time

Lavender Gate Association is seeking a qualified and motivated Procurement Officer to oversee procurement processes and ensure the timely, transparent, and cost-effective acquisition of goods and services. The successful candidate will be responsible for coordinating with suppliers and internal departments, maintaining accurate procurement documentation, and ensuring compliance with organizational policies, approved budgets, and donor requirements.

Key Responsibilities

Manage the procurement cycle, from receiving Purchase Requests (PRs) to order placement and delivery follow-up.

Obtain competitive quotations, prepare bid comparison sheets, and document supplier selection decisions.

Prepare Purchase Orders (POs) and ensure all required approvals are obtained before commitments are made.

Verify the receipt of goods and services and ensure that Goods Received Notes (GRNs) are properly completed and signed.

Maintain complete, accurate, and well-organized procurement files, including PRs, quotations, comparison sheets, POs, GRNs, invoices, and supporting documents.

Verify the accuracy and consistency of project codes, grant references, budget lines, document dates, reference numbers, and authorized signatures.

Coordinate with the Finance and Program teams to confirm budget availability and ensure compliance with donor-specific procurement procedures.

Identify, assess, and maintain an updated database of suppliers in accordance with established procurement criteria.

Monitor supplier performance, delivery timelines, product quality, and contractual terms.

Maintain an updated procurement tracking system and provide regular updates on pending requests and completed purchases.

Support internal controls, financial reviews, donor monitoring, and external audits by ensuring that procurement records are complete and readily accessible.

Identify and report procurement risks, discrepancies, potential conflicts of interest, or suspected irregularities to management.

Uphold confidentiality, impartiality, transparency, and ethical standards throughout all procurement activities.

Minimum two years of relevant professional experience in procurement, preferably within an NGO or humanitarian organization.