Senior Procurement Officer (SPO)

Organization

Hope for Justice (HFJ) is a human rights-based anti-slavery International Civil Society Organization (CSO). Its vision is to live in a world free from slavery. HFJ exists to bring freedom from human trafficking and modern slavery (HTMS) by identifying victims, supporting survivors, preventing exploitation and making impact through proven multi-disciplinary program models. HFJ is guided by four organizational values of honoring, openness, professionalism and empowerment. Its programming is guided by five principles: human rights based, person centered, and community based, holistic, collaborative and sustainable.

Job Title: – Senior Procurement Officer (SPO)

Department: – Finance

Reporting to: -Director of Finance & Admin

Job Purpose

The Senior Procurement Officer will be responsible for the efficient and timely planning, organization, implementation, and reporting of all procurement activities of Hope for justice.

The position requires ensuring that the procurement of goods, services, and works are carried out in accordance with Hope for Justice procurement policies and procedures, as well as donor requirements.

Duties & Responsibilities

Procurement and Sourcing

• In collaboration with budget holders of Hope for Justice projects, develop and implement strategic sourcing plans for goods and services from one-time goods or services purchase to recurring needs that may require long-term framework agreements
• Prepare the consultation file and implement the procedure (publication of notices, posting on available platform, etc.)
• Lead, coordinate, and execute all aspects of procurement, including high-value and complex competitive processes, along with the Procurement committee,
• Manage the entire contract lifecycle, from articulation of need/protocols, securing best values for HfJ, to drafting standard contracts, in coordination with the project holders/service receipient.
• Monitor performance against set KPIs, contract renewals, and close-out procedures.
• Conduct due diligence where necessary to ensure HfJ is ethical and policy expectations are met
• Monitor markets to analyse trends and develop a strategy to ensure value for money and cost efficiency in all procurement and contracting process.
• Identify, assess, and mitigate procurement related risks, particularly regarding supply chain disruptions, vendor ethics and financial exposure.

Operational & Compliance management

• Ensure all procurement activities comply strictly with the Hope for Justice’s internal Procurement Manual & Policies, donor-specific guidelines and local law & regulations
• Maintain meticulous, complete, and auditable records for all procurement files, from initial request to final payment, preparing files for internal, Donor and external audits.
• Conduct regular vendor performance reviews and maintain vendor database for further evaluation process and analysis as required
• Prepare and submit regular, accurate, and timely procurement reports, status updates, and spending analyses to senior management and program teams as required

Staff Support & Coordination

• Provide training and capacity building to staff on procurement best practices and policy changes (if any)
• Identify cross-functional purchase needs and communicate between different departments to early coordinate plans and propose a more efficient procurement and contracting arrangements
• Work closely with Liaison/Logistic Officer to ensure procured items are mobilized, and transferred, to relevant departments in a smooth manner
• Work closely with the Procurement Committee to enhance efficiency and effectiveness by analysing trends and identifying most effective procurement route
• Closely work with relevant team to ensure inventories, assets, safeguarding related protocols are fully addressed in all procurement and contract management cycle.
• Participation in cross-functional workshops launched by HFJ as required

Technical supervision

• Technically supervise and mentor Purchasing officers based in HfJ Lighthouse, coordinating tasks and aligning workloads, and ensuring their adherence to compliance standards.
• The SPO provides technical oversight, guidance, and functional directions to the Purchasing Officer, in close communication with the Lighthouse managers
• Provide expert advice and interpretation on procurement policies for routine purchases handled by the Purchasing Officer.
• Provide formal input and feedback to the Purchasing Officer’s direct administrative supervisor for performance appraisal purposes.

General

• Uphold and work within Hope for Justice’s policies and procedures, including Safeguarding Policy, Equal Opportunities, Anti Bribery, Health and Safety and Child & Vulnerable Adult Protection policies.
• Should remain highly vigilant to any matter/action that can negatively affect the reputation of Hope for Justice
• Promote Hope for Justice’s core values of Honoring, Openness, Professionalism and Empowerment across the organization and partners
• Undertake any other related duties, as appropriate to the post, as delegated by the Line Manager.

Reporting

• The Sr. Procurement Officer is under the direct reporting responsibility of the Director of Finance & Admin
• Externally, the Senior Procurement Officer will liaise with suppliers, service providers, public administration, partners and civil society organizations as necessary
• All formal requests, orders, agreements, and negotiations should be signed off by Country representative, or delegates where necessary.

Experience & Qualifications

Education:

• BA/B.Sc. degree in Procurement and Supply Management, Material Management, or other related fields of study.

Experience:

• Minimum of 5 years of relevant work experience
• Experience in international non-governmental organizations (INGOs)
• Experience working with vulnerable children and families is preferred

Key Skills & Competencies:

Soft Skills

Technical Skills

Excellent communication and interpersonal skills for effective engagement with staff and stakeholders. Resolute and committed to achieving high quality standards and striving for excellence. Accurate and attentive to detail. Good analytical thinking skills. Ability to manage multiple tasks simultaneously and meet deadlines. Good organisational skills. Flexibility to cope with unexpected situations. Observer and available Willingness and ability to perform other related duties as assigned. A team player and have a desire to learn and be stretched into new areas of your profession.

Knowledge of purchasing techniques (sourcing, supplier database, pooling, framework agreement, negotiation, follow-up of purchasing additions, etc.) Proven professionalism and ethical conduct. Good organizational and writing skills Excellent analytical and report writing skills, including evaluation Excellent negotiation skills Proficiency in basic computer applications (MS Office). Ability to write accurate, concise and informative reports. Language proficiency in written and spoken English.

For All Roles:

As part of our commitment to safeguarding, this post is subject to background checks before an offer of employment is confirmed.