Procurement Officer at West African Health Organisation

African Health Organization

The West African Health Organization (WAHO) is the health institution of the Economic Community of West African States (ECOWAS) charged with leadership and coordination of health improvement programs across the ECOWAS region.

West African Health Organization (WAHO) is seeking applications from suitably qualified candidates to fill the vacant position of Procurement Officer

Role Overview

Under the supervision of the Administration & Human Resources, the Procurement Officer has the responsibility
to manage the routine procurement activities of the organisation from the preparation of tender requests, opening
of bids, establishment of purchase orders and monitor the delivery of goods, works and services.

Role And Responsibilities
– Prepare a comprehensive Annual Procurement Plan for WAHO.
– Ensure the execution of the procurement activities according to the approved Procurement Plan.
– Prepare bidding documents, contracts, terms of reference, purchase orders, suppliers’ bills and other
procurement documents.
– Ensure that requisitions are proactively identified and met.
– Keep track of the status of each procurement process– from request to delivery or receipt by the requester –
ensuring that priorities are met.
– In liaison with Finance, ensure timely funding, and/or resolution of any funding issues in relation to
procurement activities.
– Develop a detailed level of material knowledge for designated ranges of products within allocated groups of
products/materials.
– Maintain awareness of market conditions, including source lists, price, availability and competitiveness and
ensure that costs are fair and reasonable prior to approving any purchase.
– Check specifications for goods and Terms of reference for services ensuring compliance with set standards,
regulations, procedures and process requisition in accordance with ECOWAS and donor policies and
procedures for Goods, where applicable.
– Maintains adequate vendor documentation and/or specifications on sources of supply, costs, delivery, vendor
performance ratings, and quality requirements.
– Analyze all requisition documentation for proper material descriptions, budget authorization and cost center
conformity.
– Prepare periodic, quarterly, annual procurement reports covering service ordering, order tracking, purchase
orders and contracts, service order delivery scheduling and costs.
– Establish a performance monitoring database for all suppliers and consultants, and ensure efficiency and
timeliness in the delivery of outputs from services providers.
– Establish and maintain a central procurement filing system, and ensure all related documents are included in
the respective files, to ensure ease of retrieval of information.
– Perform other related duties as may be assigned by supervisor.

Academic Qualifications and Experience

Education:
A Bachelor’s degree (or equivalent) in Business Administration or Finance or a related field from a
recognized university.
Experience:
• 5 to 7 years’ of progressive relevant experience in any of the these areas Administration, Procurement,
Financial Management, Procurement Tender Code and demonstrated professional competence and
mastery of subject matter policies and procedures; demonstrated ability to provide technical advice on a
broad range of procurement areas.years of progressively responsible experience in finance,
administration, budget, business administration or a related area; experience working in a finance unit in
an International Organization, NGO or Multilateral Aid Agencies etc; experience working with financial
processes of pooled funds;
• knowledge of procurement policies, processes and procedures and of purchasing and accounting
techniques; good judgement and knowledge of financial rules and regulations; ability to research and
gather information from a variety of sources;
• ability to research, collect, record, and preserve all relevant internal control measures and information
(including electronic format) ensuring that a comprehensive information chain is established and
maintained;
• knowledge of all operational processes to identify and evaluate weaknesses in surveillance controls;
ability to strengthen processes to actively mitigate/eliminate potential for non-compliance and breech of
ethics; ability to create pattern analysis and statistical models of processes and controls to detect
anomalies/weaknesses.

ECOWAS Key Competencies

LEADERSHIP

• ability to persuade/influence others to consider a certain point of view, adopt a new idea or implement
new methods and practices;
• ability to lead a team of trainees/junior staff and instill a spirit of teamwork to engage employees and
achieve a well-defined set of activities;
• ability to respect chain of command in an appropriate manner;
• ability to resolve challenges that occur with minimal direction and/or to recommend and explain solutions
or alternatives for approval;
• ability to utilize the Code of Ethics to manage self, others, information and resources;
• ability to mentor others and create feedback loops with supervisors, colleagues and the subordinates to
build strong working relationships and improve performance;
• contribute to maintaining organizational unit’s performance goals and standards.

CLIENT SERVICE ORIENTATION

• interpersonal skills with ability to keep a client informed of progress or setbacks in projects of relevance
to timeline, quality and quantity;
• ability to proactively interact with clients and build strong trusting relationships based on mutual respect
and regular discussions;
• ability to establish and sustain professional credibility with clients/stakeholders in a manner that
anticipates their need, mitigates issues and that carefully balances professional obligations with the need
to be sensitive and responsive to their needs;
• ability to counsel, advise, consult and guide others on matters pertaining to assigned client service
responsibilities and established client service standards
• Proven experience in the management of Health Information system
• Knowledge in database development and management. DHIS2 knowledge will be an advantage

KNOWLEDGE OF ECOWAS

• knowledge of ECOWAS institutions, sectors, programmes and policies;
• knowledge of ECOWAS internal operational requirements of programs, projects, services and systems
required to achieve work assignments and meet performance goals;
• knowledge of rules and procedures of ECOWAS associated assigned responsibilities and ability to
explain these clearly to others;
• knowledge of the ECOWAS culture, structures and performance issues and priorities impacting assigned
responsibilities;
• knowledge of member states development trends, indicators, challenges and opportunities as it relates to
project/programme assigned to own position.