Procurement Coordinator

Job Posting Organization:
Catholic Relief Services (CRS) is the official international humanitarian agency of the Catholic community in the United States. Established to save, protect, and transform lives in need, CRS operates in more than 100 countries, providing assistance without regard to race, religion, or nationality. The organization focuses on various areas including emergency response, health, agriculture, education, microfinance, and peacebuilding. CRS is committed to safeguarding children and vulnerable adults from abuse and exploitation, and it welcomes candidates from the regions in which it operates, reflecting its dedication to diversity and inclusion.

Job Overview:
The Procurement Coordinator will be responsible for coordinating local procurement activities and processes to acquire goods and services that support the delivery of high-quality programs to impoverished and vulnerable populations. The role requires a strong understanding of procurement practices to ensure quality and efficiency in purchasing activities while maintaining responsible management, integrity, transparency, and accountability. The position is based in Goma, where the coordinator will work closely with various departments to develop and update procurement plans that include quantities, quality requirements, and delivery timelines for goods and services, including cash assistance and vouchers. The coordinator will also provide pricing information to assist budget holders in preparing their budgets and ensure that procurement processes deliver the best value for money.

Duties and Responsibilities:
The key duties and responsibilities of the Procurement Coordinator include coordinating procurement systems and operational procedures to ensure full compliance, evaluating the effectiveness and efficiency of procurement processes, and recommending improvements. The coordinator will contribute to compliance with principles, standards, policies, donor regulations, and local legal requirements related to procurement. Collaboration with different departments is essential to develop and update procurement plans that encompass all necessary quantities, quality requirements, and delivery timelines. The coordinator will also provide pricing information to assist budget holders in preparing their budgets. Key activities include market assessment and price tracking, defining supplier evaluation criteria, facilitating transparent and consistent tender processes, assessing the quality and availability of goods, and preparing contracts and purchase orders. The coordinator will communicate with procurement staff and various program and operations units to coordinate and monitor the delivery and receipt of goods and services, ensuring that all stakeholders are informed of progress. Additionally, the coordinator will collect information to confirm that delivered goods/services meet the ordered quantities and quality, arrive on time, and at the correct cost. Maintaining constant correspondence with suppliers and vendors is crucial to track the execution of contractual terms and conditions and manage any issues that arise. The coordinator will also monitor and report on supplier performance, noting current and potential issues or inefficiencies, and assist in modifying contracts or purchase orders as necessary. Transparency within the procurement department is a priority, ensuring comprehensive, accurate, and up-to-date documentation of all procurement processes, supplier files, purchasing databases, and inventories to facilitate control and accountability. The coordinator will prepare reports and facilitate document retrieval as needed.

Required Qualifications:
The position requires a bachelor's degree in business administration or a relevant field, with a preference for candidates who have experience in an international organization. Specific experience in cash voucher assistance programming is preferred, along with knowledge of market assessments. Professional certification in procurement or related fields is a plus. Candidates should possess strong skills in MS Office packages (Excel, Word, PowerPoint), and experience with database management systems (e.g., MS Access) is highly valued. A good understanding of donor procurement regulations, particularly OCHA, as well as knowledge of international and national public procurement regulations and local market conditions, is essential. Candidates should also have a solid understanding of contractual terms and a proven ability to successfully execute purchase orders according to specifications. Strong planning and coordination skills, the ability to prioritize competing priorities effectively, and good analytical skills for independent judgment and decision-making are necessary. A proactive, results-oriented, and service-oriented approach with a focus on customer satisfaction is expected, along with ethical conduct in line with recognized professional and organizational codes. Strong negotiation, communication, and relationship management skills are also required.

Educational Background:
Candidates must hold a bachelor's degree in a relevant field, such as business administration or a related discipline. Additional training or certifications in procurement or supply chain management may be beneficial and can substitute for some experience.

Experience:
The ideal candidate should have at least 5 to 7 years of professional experience in procurement, logistics, or administration. Experience in managing procurement processes in a humanitarian or development context is highly desirable. Additional training may be considered in lieu of some experience, but a solid background in procurement is essential for this role.

Languages:
Fluency in French (both written and spoken) is required, along with proficiency in local languages. Knowledge of English is considered an asset, enhancing communication with international stakeholders and partners.

Additional Notes:
The position may require travel up to 40%. The role does not involve supervisory responsibilities. The successful candidate will be expected to adhere to CRS's Code of Conduct and commitment to safeguarding program participants, community members, staff, and volunteers from all forms of exploitation and abuse. CRS is an Equal Opportunity Employer and prioritizes candidates who are citizens or permanent residents of the countries where CRS operates. The job description is not exhaustive and may evolve as needed.