Job Vacancy for Procurement Officer

Date: 17 August 2024

• Position Overview

SEGAL is seeking a detail-oriented, thorough, and organized Procurement Officer to oversee purchases and develop new contracts. In this position, incumbent will play a key role in procuring high-quality and cost-efficient supplies for our Company. The post holder will follow procurement procedures, maintain an updated list of inventory and incoming purchases and supplies, and be responsible for approving purchases.

• Description of Main Purpose:

The Procurement Officer will help deliver optimum value for money across SEGAL by:

• Providing procurement and administrative support to Management

• Main Duties and Responsibilities:

The specific objectives for the role are to:

• Provide a strategic, efficient and flexible procurement service which will deliver optimum value for money, cost savings and best quality of service
• Advise and support SEGAL staff in procurements and supplier relationships by helping to drive better procurement practice
• Support Management in procurement activities such as the tender process, grant requirements, supplier relationships and contract management for goods and services
• Assist in the development of internal procedures and documentation
• Assist SEGAL in managing commercial and reputational risks in its relations with external suppliers
• Assist and coordinate field office purchases and order enquiries
• Ensure purchases are properly approved in terms of SEGAL’s authority levels and purchases are raised using the electronic purchase-to-pay system

• Key Responsibilities:

• Providing procurement support as directed by Management
• Assisting in and supervising the procurement of goods, services and other procurement activities as directed by Management
• Administering supplier contracts
• Leading and monitoring supplier relationships
• Assisting in the implementation of supplier contracts
• Assisting in the development of internal procedures and documentation
• Feeding back departmental sourcing requirements to Management to help identify where aggregated spending might offer better value for money
• Communicating opportunities to achieve better value for money through better procurement practices
• Communicating improved ways of working
• Estimating and establishing cost parameters and budgets for purchases
• Maintain accurate records of purchases and pricing
• Create and maintain good relationships with vendors/suppliers
• Making professional decisions in a fast-paced environment
• Maintain records of purchases, pricing, and other important data
• Review and analyze all vendors/suppliers, supply, and price options
• Develops plans for purchasing equipment, services and supplies
• Negotiate the best deal for pricing and supply contracts
• Ensure that the products and supplies are of high quality
• Create and maintain inventory of all incoming and current supplies
• Maintain and update list of suppliers and their qualifications, delivery times, and potential future development
• Working with team members and Management to complete duties as needed
• Performs Any other procurement or buying requirements as requested by Management

• Expectations of Job Holder

• Ensure the policy for equality of opportunities is adhered to and promoted in all aspects of the post holder’s work
• Ensure effective quality control and continuous improvement in all aspects of the work and responsibilities attached to the post
• Demonstrate professionalism towards sensitive and confidential information
• Be committed to professional self-development through participation in

training and continuous professional development

• Undertake such other duties as are commensurate with the grade of the post, as may be reasonably required at the initial place of work.

• Knowledge and Experience

Essential:

• IT competence (Word, Excel, Internet)
• A degree of literacy, numeracy and computer literacy or Bachelor’s degree in Business Administration, Accounting, or related field preferred
• Experience in a procurement administration role or similar
• Experience of procurement led activities, i.e., sourcing, tender process, supplier relationships, contract management, etc.
• Experience of tracking and dealing with inquiries and working to deadlines
• Experience of planning, organizing and prioritizing workload
• Ability to analyze problems and strategize for better solutions
• Ability to negotiate, establish, and administer contracts
• Excellent verbal and written communication skills
• Ability to multitask, prioritize, and manage time efficiently
• Accurate and precise attention to detail
• Ability to work well with Management and staff at all levels
• Goal-oriented, organized team player

• Desirable:

• Experience in the use of IT business systems and tools
• Experience of overseas procurement processes and understanding SEGAL procurement procedures
• Experience of managing internal and external relationships
• Experience of providing an internal support service, ideally procurement-related

• Interpersonal Skills

Essential:

• Comfortable interacting and developing effective working relationships with SEGAL staff at all levels, suppliers, other external organizations (clienteles) and all levels within these groups.
• Comfortable leading supplier relationship meetings and in negotiating
• Flexibility and sensitivity to SEGAL’s corporate ethics and practices
• Capacity to learn and share learning with others
• Comfortable with change and can learn and adapt from previous experiences
• Capacity to problem solve and offer solutions to meet SEGAL requirements
• Self-motivated, able to work under pressure, meet deadlines and be resilient
• Ability to recognize and suggest improved ways of working
• Ability to communicate clearly in English, verbally and in writing, face to face and over the telephone
• Understand the importance of promoting equality and diversity within services and employment and the ability to challenge behavior and processes which may act as a barrier to this

• Communication:

• The role has a heavy emphasis on communicating with all members of the logistics team that undertakes procurement activities, and developing strategies and relationships in order to deliver procurement improvements within the Procurement organization.

• Liaison

• There will be considerable liaison with the Administrative Manager, other

departmental staff including Operations across SEGAL, SEGAL suppliers, contractors and service providers.

• Mental Demands
• Judgement and Decision Making
• Ability to analyze and interpret key data and formulate ideas and proposals
• Ability to undertake, justify and stand by difficult decisions

Original Thought and Problem Solving

• Can provide knowledge-based advice on procurement issues within the department

Concentration

• Periods of concentration will be required when reviewing procurement requirements and identifying best value options.

Flexibility

• The nature of the role will require flexibility to change priorities in order to meet the operational needs of a busy, customer facing organization.

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Working Conditions

• We have a non-smoking working environment

• DEADLINE FOR SUBMISSIOIN OF APPLICATIONS

30 August 2024 at 5:00 P. M. Applicants within Monrovia and its environs can apply in the following manner: Application should be submitted in hard copy addressed to the Human Resource Officer, Security Expert Guard Agency of Liberia, Beachside of Gardiner Avenue, 10th Street Sinkor, Monrovia – Liberia.

Please indicate on the back of the envelope: “PROCUREMENT OFFICER”. Applicants outside of Monrovia may use the following email address to send in their applications: jsammy@segalsecurityliberia.org or info@segalsecurityliberia.org. These applications should include the position title: “PROCUREMENT OFFICER” in the subject line.

SEGAL is an equal opportunity employer; therefore, FEMALE CANDIDATES ARE ENCOURAGED TO APPLY. APPLICANTS SHOULD SUBMIT SALARIES HISTORIES (PAST/CURRENT) WITHIN THEIR CVs AND ATTACH THERETO CREDENTIAL COPIES. ONLY SHORTLISTED APPLICANTS WILL BE CONTACTED. APPLICATIONS MAY BE SENT THROUGH OUR OFFICES IN BUCHANAN, GRAND BASSA COUNTY YEKEPA, NIMBA COUNTY INCLUDING OUR REGIONAL OFFICES IN THE COUNTIES.