20-026 | Procurement Officer
Rotterdam | Nairobi
- Organization: GCA - Global Center on Adaptation
- Location: Rotterdam | Nairobi
- Grade: Mid level - Mid level
-
Occupational Groups:
- Procurement
- Closing Date: Closed
VACANCY TITLE: Procurement Officer
LOCATION: Rotterdam, Netherlands or Nairobi, Kenya
TERM: 1 year with possibility of extension
LEVEL OF EFFORT: Full time
ANTICIPATED START DATE: As soon as possible
APPLICATION DEADLINE: 05 April 2024
ABOUT GCA
The Global Center on Adaptation (GCA) is an international organization with the vision of helping countries adapt to climate impacts. We will achieve this vision by working as a solutions broker to catalyse action and support for adaptation solutions, from the international to the local, in partnership with the public and private sector, to ensure we learn from each other and work together for a climate resilient future.
GCA is a fast-growing organisation with its headquarters in Rotterdam, the Netherlands, a Research and Innovation hub in Groningen and regional offices in Nairobi, Abidjan, Dhaka and Beijing. GCA’s global strategy is implemented under three pillars of Knowledge, Programs, and Advocacy.
ABOUT THE ROLE
Overview
This role is within the growing Finance & Operations Team and reports to the Sr. Director of Finance & Operations. As a Procurement Officer, you act as a central focal point for colleagues from all cross-functional teams and regional offices. You support and advise GCA teams in fulfilling their procurement needs in accordance with GCA policies, donor regulations and complying with applicable (EU) laws. To deliver the program strategy and implement projects, GCA teams need to frequently procure services and following the most appropriate procurement approach for each project is vital.
As Procurement Officer, you ensure timely release of tenders; provide clear guidance to internal stakeholders on the most effective and eligible procurement path; and oversee the performance of contracts. You support an efficient and effective procurement function, including the support of requestors throughout the procurement cycle.
Areas of Responsibility
- Tactical and Operational Support
- Support GCA teams with the identification and planning of procurement needs through GCA’s procurement plan, taking into account the relevant project needs, timelines, risks and best value for money.
- Review and analyse purchase requisitions, requirements for services, goods and/or works, update the procurement plan, prepare sourcing strategies and solicitation documents (RFQ/RFP/ITB) according to project needs and GCA/donor procurement rules to improve synergies, remove risks and ensure best value for money.
- Administer the procurement process for each procurement from requisitioning, solicitation, management of submissions, evaluation to contract management and closeout, whilst adhering to GCA procurement and financial rules.
- Provide proactive advice, clear guidance and support to Program Teams/requestors, evaluation committees and approvers on the full range of procurement issues and at all stages of the procurement cycle.
- Prepare/review evaluation reports for contract award, conduct negotiations, draft contracts, purchase orders and other contractual instruments, and prepare contract management plans with Program Teams.
- Provide oversight and support to Program Teams in managing contracts, support Program Teams in conducting contract kick-off meetings, and oversee adherence to contractual agreements. Advise on contractual risks and mitigation measures.
- Update the database of active contracts, track contract expenditure, notify stakeholders of contract expiration dates, prepare contract amendments and advise parties involved on contractual rights and obligations.
- Support the preparation of quarterly procurement reports and trouble shoot to avoid internal bottlenecks.
- Ensure complete electronic filing of all procurement transactions/operations and a clear audit trail for audit purposes.
- Ensure legal compliance by monitoring and implementing applicable laws and donor regulations.
- Perform other duties as required.
2. Continuous Improvement
Formulate strategies and design innovative solutions to help in improving the current processes, policies and procedures to ensure efficiency and effectiveness of the procurement function.
- Identify areas of non-compliance and propose and implement measures to bridge the gaps.
- Update and develop SOPs for internal procurement tools to support procurement operations.
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