Job Description / Responsibility

The Associate Manager, Procurement provides an establishing and managing a robust system of procurement for eHA.

This position supports the procurement process in Country Offices in compliance with the eHA Procurement Policy and Guidelines and per specific requirements by Institutional donors and other large donors' guidelines.

What you’ll do:-

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Other duties may be assigned:

Serves as procurement and contracting expert for eHA, with responsibility for the Nigeria procurement of a wide variety of goods and services, some associated with highly complex (technically and legally) contracts and procurement and construction/infrastructure activities.

Facilitate the preparation of Bill of Quantities (BOQ)

Review of proposals/quotations for conformity with the BOQ

Daily assist in the buying of goods and services from external sources via a competitive process, in compliance with eHA’s procurement policy and guidelines; and specific donor requirements as applicable.

Ensures quarterly procurement plan is prepared and takes the lead in the preparation/presentation of status updates to the executives.

Advises requisitioning units and recipient entities on the full range of procurement issues, providing support and guidance at all stages of the procurement cycle.

Prepares/oversees preparation and distribution of invitations to tender and manages/conducts all aspects of bid/proposal evaluations.

Provide feedback to vendors on reasons for not being selected after a competitive process is completed.

Collaborate with the procurement manager in formulating strategies and designing innovative solutions to resolve issues/conflicts for complex procurement projects.

Ensures effective use of the procurement processes monitoring system and mechanisms to eliminate deficiencies in procurement; elaboration (whenever necessary) of changes on the procurement processes monitoring system and mechanisms for the purpose of their enhancement.

Conducts market research to keep abreast of market developments; researches and analyzes statistical data and market reports on the world commodity situation, production patterns and availability of goods and services.

Analyzes and evaluates procurement requests and ensures the appropriateness of technical specifications.

Invite, assess, and award/recommend supplier tenders, bids, quotations, and proposals.

Establish and negotiate contract terms and conditions, and maintain supplier relationships.

Prepare and maintain purchasing records, reports and price lists

Lead the bidding process for more complex procurement.

Manage and Monitor the procurement flow through the ERP system.

Prepare a reconciliation report from the ERP system

Oversees adherence to contractual agreements, recommends amendments and extensions of contracts, and advises concerned parties on contractual details.

Establishes approaches for negotiations and conducts or coordinates all phases of negotiations with all concerned parties.

Identifies new technologies, and products/services, evaluates and recommends potential supply sources and participates in the incorporation of research results into the procurement program.

Administer contract performance, including delivery, receipt, warranty, damages and insurance.

Assist in the development of specifications for equipment, materials, and services to be purchased.

Reconcile or resolve value discrepancies between invoice and received.

Perform any other incident-specific related duties, as required by the functional supervisor.

Attends and participates in staff meetings, training classes and supervision.

Provide on-the-job training to subordinates

Adheres to Policies and Procedures

Educational Requirements

B.Sc. and/or a Master's Degree in Building / Structural Engineering, Quantity Surveyor, Business Management, Procurement, Contract Management and/or Administration or a related field. Professional certification is necessary

Experience Requirements

Must have 5 - 7 years on-the-job experience, at least 3 years in senior level role NGO experience is an added advantage.

Procurement & contract management knowledge & experience, Vendor & relationship management, advanced level presentation skills.

Proven experience in BOQ development and interpretation

Experience in building/infrastructure project management will be a great advantage

Additional Job Requirements

Proven ability to lead and manage multidisciplinary/diverse teams, as well as mentoring teams.

Supply chain work-related skill, knowledge, or experience is considered an asset.

Strong analytical skills, judgment and decision-making, conflict management, negotiation and time management skills

Must have organizational skills to arrange data and retrieve data in a timely manner.

Good knowledge and understanding of Procurement processes, policy, and systems.

Must have an eye for detail to ensure that correct information is noted and recorded.

Strong interpersonal skills.

Good knowledge of planning and forecasting processes; accounts payable and operational controls; sourcing and procurement techniques as well as dexterity in “reading” the market Stakeholder Engagement and Management

Strong IT skills including good knowledge of the use of SAGE X3, Quickbooks and Google Suite etc.

Proficiency in working within specialized software utilized in the program