Procurement Officer

Overview

The Legal Services Facility (LSF) a registered non-government Organization (NGO) with Registration No. 00NGO/R2/00011. It is a basket fund created to channel funding on an equal opportunity basis to organizations that are providing legal aid and paralegal services in Tanzania mainland and Zanzibar.  These services assist individuals to claim their rights, redress grievances, and protect their fundamental human rights.

The LSF manages a basket fund to which DANIDA and the EU are contributors. It operates as a grantmaker with the overall goal to increase access to justice through a legal empowerment approach, in particular for women and girls. Through implementing partners, a paralegal cadre of around 3,500 is supported, organized in 168 small district-based paralegal organizations.

Post:  Procurement Officer:  

Location: Dar es Salaam

Reports to: HR & Admin Manager

The Role      

1.0 Job Purpose

Procurement of LSF Goods and services and ensures the LSF is at all times is equipped with quality supplies, equipment, and services needed to support the smooth running of the activities.

2.0 Key responsibilities and tasks:

• Ensuring the purchase of LSF ‘s goods and services is in accordance with the financial regulation, Procurement manual, and standard procurement procedures.
• Produce and Implements all procurement plans for LSF as per budget.
• To liaise with all departmental heads on the stock levels, re-order levels for any goods and services required for operational activities.
• Following up promptly any claims by the organization against suppliers.
• To conduct reviews and performance evaluations of suppliers and contractors and advise management accordingly.
• Prepare or check Terms of References as appropriate, tender dossiers to ensure proper publication, clarification meetings, respond to questions of potential applicants, and follow up on procedures and management of any type of procurement contracts (service, works, supplies)
• Assist and advise other staff in LSF on all procurement procedures.
• Assist in administering and coordinating proper and timely updating of procurement manual and related policies.
• Coordinates and facilitates the procurement requirements of the LSF on the basis of the procurement policy guidelines.
• Pre-qualification of suppliers as provided in the procurement manual
• Compliance with procurement procedures as per procurement Manual.
• Draft bids/proposals/quotations evaluation reports/ and communicate these to the supervisor for clearance;
• Draft appropriate contract/s for works, goods, services, and consulting services as appropriate;

• Supervise contract/s implementation and ensure adherence of contractors/suppliers and consultants to the relevant conditions of the contract;

• Establish and maintain filing and documentation system for the procurement documents
• Creates purchase orders, ensuring relevant procurement procedures have been applied and all supporting documentation is attached

• Ensuring that invoices received reconcile to purchase orders and created and matching receipts to purchase orders

• Ensure three-way matching of the purchase order, Invoice, and GRN
• Produce monthly and quarterly procurement reports

3.0 Necessary Education and Experience

• A minimum of Bachelor degree in Supplies and Procurement.
• Excellent computer skills including Word, Excel, PowerPoint, and others.
• Experience of working in a similar job in a reputable organization for at least 3 years.
• Good communication skills in both English and Kiswahili and excellent organizational skills.
• Strong motivation and preparedness to put in the 'extra mile'
• Ability to work independently and collaboratively as part of the team.
• Accuracy and impeccable integrity
• Ability to manage budget allocation.

APPLICATION INSTRUCTIONS:

If you are Tanzanian and qualified for this post, please submit a single page application letter showing your suitability to the role with an updated Curriculum Vitae to  hr@lsftz.org,    clearly indicating the position being applied for in the subject. The applications deadline is  Monday 04^th January, 2021. Only short-listed candidates will be notified. For more information about LSF please visit LSF Website: www. lsftz.org. 

LSF is an equal opportunities employer.