Job Vacancy: Procurement Specialist

by | May 20, 2024 | Job Vacancy

Home E Job Vacancy E Job Vacancy: Procurement Specialist

Job Title: Procurement Specialist, PPDC.
Job Location: Abuja (FCT)
Employment Type: Short Term Contract (June 2024 – September 2024)
Reporting to: The Head of People, Operations and Culture, PPDC.


The Public and Private Development Centre (PPDC) is an organization established in 2003, with its headquarters located in Abuja, and focuses its interventions on promoting citizens’ participation in governance processes and strengthening transparency and accountability, while also improving ethics and integrity in the public and private sectors. PPDC is one of the leading organizations in civil society space in Nigeria dedicated to promoting wider public participation in procurement as a way to curb corruption, with more than 20 years’ experience in advocating and campaigning on integrity issues, especially in public procurement, contract implementation and public access to information. PPDC’s work focuses on:

  • Procurement Governance (PG)
  • Digital Governance (DG)
  • Access to Justice 
  • Democratic Accountability, Rule of Law and Good Governance

PPDC also promotes open initiatives and open data standards, transparency and accountability, responsible climate transition and gender and inclusion.

Job Overview

Under direct supervision of the Head of People, Operations and Culture, the Procurement Specialist will play a pivotal role in shaping and implementing the PPDC procurement strategies, ensuring effective sourcing and buying practices, while maintaining robust governance protocols. S/he will procure goods and services for all PPDC activities, prepare an offer analysis, and make recommendations regarding possible vendors. He/she will follow up with selected vendors to ensure that procured services are delivered effectively and in a timely and cost-effective manner. S//he will maintain procurement data, and solicit bids from various vendors to procure the items within the required time frame and at a reasonable cost. S/he will ensure that procurement-related activities conducted in the field are carried out in accordance with the donor requirement and will follow sound procurement procedures as outlined in the PPDC Procurement Manual. Your expertise will be critical in fostering a transparent and ethical procurement environment, ultimately contributing to the success of the PPDC’s mission and objectives.

Main Duties & Responsibilities

Strategic Procurement Management (70%)

  • Manage procurement of a wide range of goods, commodities, and services through subcontracts, blanket purchase agreements, and purchase orders.
  • Oversee solicitation of bids and quotes from vendors in adherence with policies and approved requisitions and procurement plans
  • Comply with consistent usage of PPDC’s Procurement system in managing procurement processes.
  • Maintain electronic procurement records and files in required PPDC’s systems.
  • Maintain a file on market prices for commonly bought items.
  • Maintain a comprehensive dashboard for procurement to ensure follow-up and analysis is updated on a weekly and monthly basis.
  • Engage with State program managers for the development and regular updating of procurement plans for each project.
  • Train other PPDC staff in the use of procurement systems, as necessary.
  • Prepare offer analysis and make recommendations regarding possible vendors.
  • Follow up with selected vendors to ensure that procured services are delivered effectively and in a timely and cost-effective manner.
  • Ensure that procurement-related activities conducted by the field staff are carried out in accordance with procurement procedures as outlined by PPDC.
  • Help non-procurement staff understand the requirements for submitting accurate and thorough requisitions, cost estimates, and statements of work, or to determine other technical specifications.
  • May serve as a non-voting chairperson on evaluation committees in accordance with PPDC Procurement manual, policies/procedures and thresholds.
  • Review and analyze budget estimates for allowability, allocability, reasonableness, and consistency; prepare cost evaluation data, and source selection documentation.
  • Through market research efforts, identify and qualify potential suppliers ( products/services).
  • Ensure that beneficial, ethical, and open supplier relationships are created and maintained according to procurement policies.
  • Establish MSA&MPAs supplier agreements for commonly used items.
  • Ensure all contracts and contractual terms are respected by supplier, PPDC and respect local legislation.
  • Ensure all tenders are done in accordance with procedure and archived according to PPDC procedures.
  • Other related responsibilities deemed necessary but not detailed herein.

Sourcing and Supplier Management (10%):

  • Conduct thorough market research to identify potential suppliers and evaluate their capabilities.
  • Lead the implementation of market surveys in all locations where PPDC operates.
  • Negotiate contracts and agreements, ensuring favorable terms and conditions.
  • Manage relationships with suppliers, monitor performance, and address any issues that may arise.

Buying and Contract Management (10%):

  • Execute the procurement process, from requisition to delivery, ensuring compliance with policies and regulations.
  • Draft, review, and analyze contracts to mitigate risks and ensure legal compliance.
  • Maintain accurate records of procurement transactions, contracts, and supplier performance.

Finance & Compliance Management (10%):

  • Ensure compliance with donor and PPDC regulations.
  • Conduct regular audits and assessments to monitor compliance and identify areas for improvement.
  • Uphold PPDC zero tolerance policy to corruption.
  • Provide training to program team members on procurement compliance and procurement tools use.

Influence & Representation

  • Represent PPDC at the relevant external meeting with the vendors as approved by the Head of People, Operations and Culture and CEO .
  • Consult with other NGOs to identify the best potential suppliers and providers.
  • Communicate effectively to ensure overall project targets and donors’ obligations are met.

Supervisory Responsibility: Directly supervises all Procurement 

Accountability: Accountable for PPDC Procurement Manual, Code of conduct regarding procurement activities and PPDC Conflict of Interest policy.

Reports Directly To: Head of People, Operations and Culture

Works Directly with: The Grant Manager, State Program Managers, Operations Manager, all Operations team as required.

Knowledge, Skills and Abilities

  • Bachelor’s degree in logistics, supply chain management, business administration, public administration, international development, or other relevant fields is required. A master degree is preferred.
  • Professional certifications in procurement is mandatory (CIPS)
  • At least seven (5) years of professional experience, with a minimum of three (4) years in purchasing and supply management experience with INGOs. Previous experience working on US government-funded projects is highly preferred.
  • A clear understanding of procurement ethics and donor (USAID, EU, DFID, OFDA) compliance is essential.
  • Strong negotiation and oral and written communication skills..
  • Proficient in the use of procurement software and tools.
  • Ability to work collaboratively in a diverse and inclusive environment.
  • Strong numerical skills and attention to detail and quality.
  • Demonstrated logical and flexible problem-solver, especially when working under pressure.
  • Previous supervisory experience is highly preferred.
  • Possesses both a willingness and an ability to train and be trained.

Core Competencies

  • Strategic Sourcing: Demonstrated ability to develop and execute strategic sourcing plans that align with organizational objectives.
  • Contract Negotiation: Strong negotiation skills with a track record of securing favorable terms and conditions. Proficiency in drafting, reviewing, and managing contracts to achieve organizational goals.
  • Analytical Thinking: Strong analytical and problem-solving skills to navigate complex procurement challenges.
  • Effective Communication: Clear and concise communication skills in negotiations, contract drafting, and supplier interactions. Collaborative approach with excellent interpersonal skills to work seamlessly with internal teams and external stakeholders.
  • Cultural Sensitivity: Adaptable and sensitive to work in different cultural contexts.
  • Time Management: Ability to work under pressure and meet strict deadlines.
  • Leadership and Management: Leading by example, setting direction and supporting colleagues.

What we offer

  • Fairly competitive salary and benefits package, a great team environment and hybrid working options.

Other information:

  • Only Nigerian based candidates will be considered.
  • This position has been designated as sensitive and will require a criminal background check. We reserve the right to make employment contingent upon successful completion of the criminal background check.