Scope of Work:

The Procurement Officer is responsible for ensuring timely, transparent, and compliant procurement of food commodities, kitchen equipment, supplies, and services required for the School Meal Project. The role ensures adherence to organizational procurement policies, donor requirements, and value-for-money principles to support uninterrupted meal delivery to schools.

Key Responsibilities

• Develop and implement the project procurement plan in coordination with the Project Manager and Finance.
• Conduct procurement of food items, cooking ingredients, kitchen equipment, packaging materials, and services in line with approved procedures.
• Prepare and issue RFQs, ITBs, and RFPs as required.
• Ensure competitive bidding, vendor evaluation, and proper documentation of procurement processes.
• Identify, pre-qualify, and maintain an updated list of approved vendors and suppliers.
• Prepare purchase orders, contracts, and service agreements.
• Maintain framework agreements with suppliers.
• Ensure procurement compliance with the organization policies.
• Maintain purchase orders, GRNs, stock records.
• Monitor supplier performance, delivery schedules, and contract compliance.
• Resolve procurement-related issues and discrepancies with suppliers.
• Ensure compliance with organizational procurement policies, guidelines, and donor regulations.
• Maintain complete procurement files including bids, evaluations, contracts, delivery notes, and invoices.
• Ensure segregation of duties and adherence to internal control mechanisms.
• Support internal and external audits by providing procurement documentation.
• Coordinate with Logistics, Food Safety, and Operations teams to ensure timely delivery of food and supplies to kitchens and schools.
• Verify Goods Received Notes (GRNs) and delivery documentation.
• Ensure quality, quantity, and specifications of procured items meet project standards.
• Ensure best value for money in all procurement actions.
• Track procurement expenditures against approved budgets.
• Prepare regular procurement status reports for management and donors.
• Uphold ethical procurement standards, transparency, and accountability.
• Prevent conflicts of interest, fraud, and corruption in procurement activities.
• Ensure confidentiality of procurement information.

Required Qualifications & Experience

• Bachelor’s degree in Procurement, Supply Chain Management, Business Administration, or related field (Master’s preferred).
• Minimum 3–5 years of procurement experience, preferably in NGO/humanitarian or donor-funded projects.
• Experience with food procurement, logistics, or school feeding programs is an advantage.
• Strong knowledge of procurement rules, contract management, and vendor evaluation.
• Proficiency in MS Office and procurement systems.