Procurement Coordinator

The Procurement Coordinator play an important role within RTV. They are responsible for all Procurement activities for Raising The Village, which includes, acquisition of goods and services within the budget.

• Ensure that all RTV procurement of goods and services is completed according to the established Standard Operating Procedures at all times and completed within the timeframes stipulated in the policy and programs department work plans.
• Ensure quick, efficient and supportive services for projects are provided with communication/feedback regarding difficulties and concerns.
• Prepare, maintain and file all documents related to Procurement for audit purposes (such as Purchase Request Forms; Request for Quotations; Comparative Bid Analysis; Purchase Orders, contracts and all Tender documents) electronically.
• Oversee and optimize the use of procurement systems/ERP platforms for tracking, reporting, and documentation.
• Ensure data integrity and accuracy in procurement databases.
• Prepare Monthly, quarterly and annual procurement performance reports.
• Develop and track Key Performance Indicators (KPIs) for procurement (lead time, supplier performance, compliance rate).
• Ensure that procured goods are received, registered and dispatched in an efficient and accountable manner.
• Periodically conduct supplier performance evaluation of the provided services and include observations, challenges and suggested solutions in the report for future use/improvement of Procurement related practices.
• Identify, assess, and mitigate procurement risks (fraud, supply chain disruptions, vendor reliability issues).
• Ensure compliance with donor regulations and external audit requirements where applicable.
• In line with the program's procurement requests, prepare a consolidated program procurement plan based on the project design.
• Build and maintain strategic relationships with key suppliers to ensure reliability and preferential terms.
• Facilitate supplier review meetings and continuous improvement discussions.
• Negotiate pricing and supply contracts for better deals.
• Maintain an updated price list / catalogs of all operational and frequently procured items.
• Adhere and implement Procurement policies and procedures in accordance with RTV standards.
• Provide field-level procurement support during project implementation where necessary.
• Act as the primary liaison between procurement and program teams, ensuring alignment of priorities.
• Participate in project planning meetings to anticipate procurement needs early.
• Develop and deliver procurement training sessions for staff and project teams.
• Mentor junior procurement staff and support their professional development.
• Suggest updates to the Procurement policies, procedures and SOPs based on best practices as might be required.
• Supervision and leading the procurement officers and assistants.
• Identifying cost drivers, innovating and creativity actions on how to be more cost efficient.
• Optimization of procurement resources including staff and resources.

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