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Procurement and Contract Officer

Job Title: Procurement and Contract Officer
Contract Type: Permanent
Location: Erbil, Iraq
REF: 1427
Contact Name: Susan Rafat
Job Published: over 1 year ago

Job Description

MSELECT is hiring a Procurement and Contract Officer for an international development organization in Erbil. Must have minimum 3 years of relevant job experience and fluency in English, Arabic, and Kurdish is a must

The Procurement and Contract Officer is responsible to
  • Coordinate effectively all activities related to procurement of goods and services between for Country Office and all Programs in Iraq
  • Purchase materials and services for programmes in accordance with organization rules and regulations
  • Inform project officers on the status of procurement and any customs matters related to shipment of goods procured
  • Supporting the customs declarations/vehicle registration processes
  • liaising with customers in a service-oriented manner on behalf of the organization office
  • maintaining a helpful attitude to customers, ensuring that the office creates a professional impression
Procurement of goods and services
  • Quality check of the incoming relevant requests from the programs, ensure the fullness of required documents in cooperation with programs
  • Initiate and maintenance tender process in line with organization regulations. In particular, to request quotations of goods from suppliers, evaluate quotations, recommend suppliers to Project Officer for their approval and choose best fit supplier/s according to organization guidelines
  • Harmonize procurement practices across programs and ensure compliance to organization standards
  • Ensure proper using of software for procurement of goods ProSoft and for services CoSoft
  • Issue and process purchase orders, coordinate and monitor (or delegate monitoring to projects) the delivery of goods
  • Process and issue the contract including tender processing
  • Follow through the procurement process until the delivery is completed, as appropriate.
  • Quality check of goods
  • Process complaints for goods damaged during transport for organization Country Office.
  • Coordinate delivery location and time with Logistic Officer in Country Office or in Program
  • Ensure proper maintenance of filing for ProSoft and CoSoft documents in paper form and in DMS in line with organization filing rules
External Networking and Internal Communication
  • Negotiate maintain a pool of suppliers for common goods and services requirements across programs, where volume or regularity of procurement arrangements spells economic advantage for organization
  • Answer questions and clarifications in the procurement processes
  • Maintain supplier’s information and contact information to provide advice to the projects seeking referrals on certain goods
  • Update and send summary of procurements of goods quarterly to projects
  • Maintain, file and organize procurement documentations
Other duties/additional tasks
  • Perform other tasks relevant to the job when the need arises and participate in task teams and other corporate entrepreneurial or strategy-linked endeavors
Required qualifications, competences and experiences Qualifications
  • University degree or formal professional diploma in accounting, finance or similar. Professional experience
  • At least 3 years of professional experience in a comparable position
  • Previous experience working with organizations is an asset
Other knowledge, additional competences
  • Outstanding knowledge of procurement of goods and services procedures
  • Very good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
  • Knowledge in SAP Procurements applications are an asset
  • Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management
  • High integrity and assertiveness in executing rules and regulations
  • Ability to make clear, informed decisions
  • Strong planning, management and coordination skills, with the ability to organize a substantial workload comprised of complex, diverse tasks and responsibilities
  • Kurdish native speaker, English/Arabic, German in both written and oral
  • High attention to details, efficient in organizing service processes and economical in utilizing resources
  • Ability to relate with all levels of personnel and with people of diverse cultures
  • Well organized, able to work independently and for long (sometimes unscheduled) hours
  • Able to operate effectively under pressure, rapidly perform situations assessments and respond quickly and affectedly as required
  • Ability to manage conflicting priorities
  • Strong interpersonal skills and be a team player
  • Ability to work with little supervision
  • Self-motivated and versatile enough to work in a multi-diverse team setting and changing work environment
  • Intercultural awareness and respect for diversity