Key Responsibilities

Procurement Planning & Implementation

Support the implementation of procurement activities in accordance with Nusaned’s Procurement Policy, approved procedures, donor regulations, and applicable procurement thresholds.
Receive and review purchase requests to ensure completeness of documentation, clear specifications, required approvals, and budget references in coordination with requesting departments.
Prepare requests for quotations (RFQs), invitations to bid, and other procurement documents under the guidance of the Procurement Manager.
Communicate with suppliers to obtain quotations, clarify specifications, and follow up on procurement requirements and deadlines.
Support the organization of bid openings, technical and financial evaluations, and procurement committee meetings, ensuring proper documentation of the process.
Prepare comparative bid analyses and evaluation summaries for review and approval by the Procurement Manager and relevant committees.
Assist in preparing purchase orders, service agreements, and contracts using approved organizational templates and procedures.
Follow up on procurement requests and maintain updated procurement tracking records to ensure timely processing and delivery.

Supplier Management & Market Research

Maintain professional and transparent communication with suppliers and service providers throughout the procurement process.
Support supplier identification, registration, and prequalification in accordance with Nusaned’s procurement requirements.
Maintain and regularly update the supplier database, including relevant documentation and supplier information.
Conduct market surveys, collect price quotations, and support price comparisons to ensure competitiveness and value for money.
Assist in monitoring supplier performance, delivery timelines, and compliance with agreed specifications and contractual terms.
Report supplier-related concerns, delays, discrepancies, or potential conflicts of interest to the Procurement Manager.

Procurement Documentation & Reporting

Maintain complete, accurate, and well-organized procurement files, both physical and electronic, in accordance with Nusaned’s documentation, data protection, and record-retention requirements.
Ensure that procurement files include the required supporting documentation, approvals, quotations, evaluation records, purchase orders, contracts, and delivery documents, as applicable.
Verify the completeness and consistency of procurement documentation before submitting payment files to Finance & Accounting.
Update procurement trackers, supplier records, and relevant databases or systems on a regular basis.
Support the preparation of periodic procurement reports, updates, and summaries for the Procurement Manager and relevant departments.
Assist in preparing and retrieving procurement documentation for internal reviews, donor verification exercises, spot checks, and external audits.
Support the implementation of corrective actions and documentation improvements identified through procurement reviews and audits.

Coordination & Operational Support

Coordinate with Project Managers and requesting departments to clarify procurement needs, technical specifications, quantities, and delivery requirements.
Follow up with suppliers, Logistics, and field teams to ensure timely delivery of goods and services.
Coordinate the verification of received goods and services against purchase orders, delivery notes, and goods received notes, and report any discrepancies.
Support the Procurement Manager in updating and monitoring the annual procurement plan in coordination with relevant departments.
Coordinate with Logistics and the Facility Operator on procurement-related stock, inventory, and asset documentation when required.
Participate in internal coordination meetings and provide updates on procurement progress, pending requests, and operational challenges.
Support field procurement activities, supplier visits, and market assessments when required.

Safeguarding, Accountability & Compliance

Ensure procurement activities comply with Nusaned’s policies, donor requirements, applicable regulations, and ethical procurement standards.
Uphold transparency, fairness, confidentiality, equal treatment of suppliers, and value for money throughout procurement processes.
Support required supplier due diligence, eligibility verification, and sanctions screening in accordance with approved organizational procedures.
Identify and report potential conflicts of interest, fraud, corruption, collusion, or other procurement irregularities through appropriate organizational channels.
Ensure procurement activities respect Nusaned’s Safeguarding, PSEA, Accountability to Affected Populations (AAP), inclusion, Data Protection, Duty of Care, and Do No Harm principles.
Maintain confidentiality of supplier information, financial offers, evaluation records, and other sensitive procurement documentation.
Immediately report safeguarding, protection, fraud, misconduct, or other serious concerns through the appropriate organizational reporting mechanisms.

Other Responsibilities

Participate in relevant trainings, capacity-building activities, and process improvement initiatives to strengthen procurement practices.
Contribute to departmental planning, organizational learning, and cross-departmental initiatives when required.
Perform other procurement-related responsibilities reasonably assigned by the Procurement Manager or Head of Operations, in line with the scope and seniority of the position.

Qualification & Experience

Education

Bachelor's degree in business administration, Supply Chain Management, Procurement, Logistics, Finance, or another relevant field.
Relevant training or certification in procurement or supply chain management is an asset.

Experience & Skills

0–2 years of relevant professional experience in procurement, administration, logistics, or supply chain management. Fresh graduates with relevant internships or practical experience are encouraged to apply.
Previous experience with a local NGO, INGO, or donor-funded organization is an asset.
Basic understanding of procurement procedures, quotations, tendering processes, and supplier management.
Familiarity with donor procurement requirements and compliance procedures is an advantage.
Good organizational and time-management skills, with the ability to manage multiple requests and meet deadlines.
Strong attention to detail and commitment to accurate documentation and recordkeeping.
Good analytical skills and ability to prepare quotation comparisons, procurement trackers, and basic reports.
Good communication, interpersonal, and coordination skills, with the ability to maintain professional relationships with suppliers and colleagues.
Basic negotiation skills and willingness to develop procurement and supplier-management competencies.
Ability to identify discrepancies, raise concerns, and seek guidance when required.
High level of integrity, confidentiality, accountability, reliability, and willingness to learn.
Ability to work independently on assigned tasks while collaborating effectively with the Procurement Manager and other departments.
Strong commitment to safeguarding, inclusion, transparency, and ethical humanitarian practices.
Excellent written and spoken Arabic and English.
Good proficiency in Microsoft Office applications, particularly Excel, Word, and Outlook.
Familiarity with ERP systems or procurement management software is an asset.
Willingness to travel to field locations and conduct supplier visits when required.

Reporting & Collaboration

Reports to: Procurement Manager

Supervisory Responsibility: None

Works Closely With: Procurement & Logistics, Programs, Finance & Accounting, People & Culture, MEAL & Grants, Facility Operator, Field Teams, and other relevant departments.

Procurement Officer