Procurement Officer

JOB TITLE: Procurement Officer

REPORTS TO: Procurement Manager

REPORTING TO POSTHOLDER:

DURATION & HOURS: One-year contract with possibility of extension and with probation period of 60 working days

SALARY: GBP 905 (Nine Hundred Five pound sterling) per month

PURPOSE OF THE ROLE

To ensure efficient, transparent, and timely procurement processes by conducting effective market research, identifying and managing qualified suppliers, and facilitating fair evaluation and selection procedures, in order to obtain quality goods and services at competitive prices while ensuring compliance with organizational policies and requirements.

KEY TASKS & RESPONSIBILITIES

• Participate in the preparation of procurement plans and their consolidation, including conducting market research and developing a price index in collaboration with the Procurement Manager.
• Identify all potential suppliers in the market together with the Procurement Manager and develop a prequalified suppliers list for all major item categories. Maintain and regularly update the supplier roster.
• Ensure receipt of all PRs,and ToRs with clear specifications, financial codes, and appropriate signatories.
• Prepare price inquiries that correspond accurately with the respective purchase requisitions, and manage the process of requesting and receiving quotations from appropriate suppliers.
• Facilitate the evaluation and selection of the most responsive supplier by preparing price comparisons and related documentation, in collaboration with the Procurement Department team, for both direct and competitive purchases.
• Prepare and distribute award letters and purchase orders to the most responsive suppliers, in consultation with the Procurement Manager, ensuring that payment and delivery terms are appropriate and clearly defined.
• Ensure proper inspection and receipt of purchased items upon delivery, in accordance with the purchase order and supplier invoice, and hand them over to the storekeeper.
• Compile and organize all procurement documents in proper sequence for filing and registration. Facilitate payment processing in line with the terms stated in the purchase order and ensure timely closure of procurement actions.
• Prepare distribution lists based on the respective purchase requisitions and ensure that the requesting person or department is informed when items are delivered to the warehouse and ready for collection.
• Maintain a healthy working relationship with suppliers and all stakeholders, promoting transparency and accountability throughout each stage of the procurement lifecycle.
• Travelling to the field when needed to support the field office procurement

Safeguarding & Code of Conduct Responsibilities:

• Comply with and uphold Farm Africa’s Safeguarding Policy, Code of Conduct, and related policies at all times.
• Treat all individuals and communities with dignity, respect, and fairness, promoting a safe and inclusive working environment.
• Ensure that personal and professional conduct does not put beneficiaries, colleagues, or partners at risk of harm or abuse.
• Recognize and report any safeguarding concerns, suspicions, or incidents in accordance with Farm Africa’s safeguarding and reporting procedures.
• Maintain appropriate professional boundaries with beneficiaries, community members, and colleagues.
• Ensure that communications, images, and information about beneficiaries are used responsibly and with informed consent.
• Support the organization’s commitment to preventing sexual exploitation, abuse, harassment, and any form of discrimination.
• Participate in safeguarding training and awareness activities as required.
• Contribute to creating and maintaining a safe working environment for all staff

PERSON SPECIFICATION
Essential	Desirable
Education & Qualifications
Degree in supply chain management or a relevant field
Experience
A bachelor’s degree with at least 4 years of relevant experience in a similar position, preferably within an international NGO setting
Ability to perform multiple tasks simultaneously.
Skills & Abilities
	Second Grade Driving License or Equivalent
Computer skill (EXCEL and Word)

Our Values

Investing in smallholder farming is the number one way to combat poverty in rural Africa. Farm Africa is a leading NGO specialising in growing agriculture, protecting the environment and developing businesses in rural Africa.

• EXPERT: Expertise and insightful evidence-based solutions are at the heart of everything Farm Africa does.
• GROUNDED: Our teams and partners work closely with local communities, engaging them in every level of decision-making.
• IMPACTFUL: We deliver long lasting change for farmers, their families, and the environments they live in.
• BOLD: We model innovative approaches and are not afraid to challenge strategies that are failing.