Position Title: Procurement Officer- under Program Support

Position: 01
Location: Cox’s Bazar Regional Office
Duration: Duration of the Contract will be up to November 30, 2023 with possibility of Extension 

I.             Job Summary:  

CARE is one of the world's leading international humanitarian and development organizations, committed to helping people in poor communities improve their lives and alleviate poverty. Founded in 1945, CARE is working across 104 countries to fight global poverty and marginalization. CARE has been active in Bangladesh since 1949 being one of the largest country offices of CARE. CARE works to help people achieve social and economic well-being, while being among the best in their fields. In CARE, put women and girls at the center of our work because we know that we cannot overcome poverty until all people have equal rights and opportunities. CARE Bangladesh is currently shifting towards a program approach, where it has developed longer-term impact visions to have more sustainable changes in the lives of the extreme poor and marginalized.

Cox’s Bazar is amongst the poorest districts of Bangladesh. In Ukhia, 33% of people live below the poverty line, and 17% below the extreme poverty line. This is linked to the region's poor land quality and high risk of natural disaster. Since the Myanmar refugee influx in fall 2017, over 902,984 refugees or 201,150 households (HH)s have settled in Ukhia, and Teknaf. Despite limited resources, the local host community population welcomed the arriving refugees during the fall of 2017, sharing food, shelter, and supplies. However, the refugees’ extended presence has strained the community’s already scarce resources. Within the sub-region, the residents of Ukhia and Teknaf have been particularly affected, with 336,000 residents directly impacted by the refugee influx, leading to a deterioration of relations between these host community members and the refugees. The region is highly prone to natural disasters; it experiences regular cyclones, floods, and landslides with triple global average precipitation. Both individual homes and community shelters are weak and in disrepair. Over 40% of households do not meet Sphere standards; they are overcrowded, weak and highly susceptible to damage and destruction by strong winds, rain, and flooding. Land degradation, including the removal of over 700 metric tons of firewood daily from the area, has led to a loss of topsoil, coupled with the heightened risk of flash flooding, has increased the potential resulting destruction. The accumulation of improperly disposed waste and poor pre-existing drainage systems aggravate these risks and increase the likelihood of damage to host communities’ houses. Furthermore, community response plans and structures are ill-equipped to safeguard or offer substantive protection.

CARE Bangladesh is providing life-saving DRR services and site improvement and shelter infrastructure to forcibly displaced Myanmar nationals in Camp’s, Ukhia sub-district, Cox's Bazar. With support from IOM, CARE Bangladesh has acted as the Site Management Support Agency (SMSA) for Camp 16 since November 2017. Since then CARE has undertaken various Site Management (SM) and Site Development activities in close coordination with the Office of Refugee Relief and Repatriation Commission (RRRC), and in support of the Camp in Charge (CiC), to ensure a safe and dignified life for the people residing in Camp 16. CARE Bangladesh is working to address critical humanitarian gaps and meet urgent needs through coordination and collaboration with different stakeholders, information management, the linking of community members and persons with specific needs to different service providers, camp operations, Disaster Risk Reduction (DRR), and site improvement works.

The Procurement Officer is responsible for all types of procurement activities of equipment, materials, supplies and consultant/service agreements. S/he will be responsible for coordinating and assisting with sustainable procurement initiatives, sourcing vendors/products, executing PO/Contracts, establishing strategic relationships with key suppliers/service providers and working closely with internal/external stakeholders.

In all cases, compliance with CARE relevant Procurement Policies and Procedures and the respective Donor’s regulations must be ensured by him/her.

Moreover, this position is expected to undertake any responsibilities as assigned by the supervisor from time to time as warranted by the situation for the better interest of the organization beyond the job descriptions.

 

II.            Responsibilities and Tasks:  

% of Time

Responsibility # 1: Handle the assigned PRs and issue on line RFQ.

25%

  • Handle the purchase requisitions (PRs) received from different program / project/ Department and FO/RO.
  • Ensure Scope of Work/Terms of Reference/Specifications/Requirements in PR is clear, concise and sufficient details in accordance with operation needs and to also extend the service required to those additional opportunities (if any).
  • Check and confirm completeness of PR, donor regulations, and bidding thresholds before issuing Request for Quotations (RFQs). Compile the PRs and make a plan for execution of purchase.
  • Prepare the RFQs/Tender documents in consultation with project, team colleagues and supervisor.
  • Prepare Tender Schedule/ Sealed Bid documents for large amount of procurements and add necessary terms & conditions to protect CARE’s interest.
  • Arrange for pre-bid meeting for procurement of critical nature of items.
  • Follow up with the vendors to get quotations / proposals in due time as and when required.

 

 

Responsibility #2 : Bid evaluation and issuing Purchase Order (PO)

25 %

  • Receive submitted bids by vendors and make evaluations. Select the best value consulting with technical persons / end users/ procurement committee and others departments as necessary per policy.
  • At the time of evaluation must ensure compliance with CARE Procurement Policies and Procedures, donor’s regulation and country law.
  • Analyze quotations, collect technical evaluation report the technical persons/department and prepare Summary Bid Analysis (SBA) accordingly.
  • Ask bid clarifications from vendors where deem applicable.
  • Review the bids carefully and make the cost beneficial analysis considering measurable factors case by case.
  • For bid evaluation consider specification, price, warranty, after sales support service, delivery time, product(s) reliability, ready stock and other measurable factors.
  • Ensure that the SBA is supported by recommendations of the end users, technical persons or any other authority as applicable.
  • To know product(s) reliability check with other user about its performance and durability.
  • Obtain approvals, when required on SBA from procurement committee, requester and authorities per threshold/ASL in compliance with the policy.
  • Insert all vendor quotations information in RFQ through PeopleSoft. Issue POs and handover to vendors with acknowledgement.
  • Follow up with vendors for timely delivery and assist to issue General Receipt Note (GRNs).
  • Keep track the vendor payment status and inform vendors as a part of vendor management as and when required.

 

 

 

Responsibility # 3 : Develop integrated purchasing strategies that support
organizational goals and objectives

30%

  • Prepare, manage and strategically source Professional Services with the tools, processes, and strategies to drive and achieve business results.
  • Follow and implement the Annual Procurement Plan for execution of consultant/ material and service contract as well as consultancy agreement.
  • Strategically source products/services using the best tools and methodology by project, lead cross-functional team to negotiate value based agreements with suppliers, perform total cost analytics, proactively provide optimization recommendations.
  • Develops and sustains mutually beneficial strategic relationships with key suppliers/consultants.
  • Develops and reviews performance data with suppliers/consultants through score carding, KPI’s, driving ongoing value.

 

 

Responsibility # 4: Vendor set up through proper process approval and update
vendor list in PS

10%

  • Initiate and assist in the process of vendor approval for each category of business as per policy.
  • Find out potential vendors from different authentic sources, like other NGOs, UN agencies, government agencies, Chambers of Commerce or equivalent organizations – web sites, yellow pages, other renowned organizations etc.
  • Check vendor(s) business documents and other references.
  • Ensure Bridger check and based on satisfactory report recommend for approval and subsequent set up in People Soft program.
  • Evaluate vendor(s) performance and identify the inactive vendors for blocking and share the recommendations for blocking with concern authority.
  • The Approved Vendor List (AVL) should update with new vendors throughout the fiscal year as required through the inclusion of Vendor and Payee Set up Change forms in the vendor file.
  • In coordination with relevant staff, ensures the AVL is fully integrated with Vendor and Payee Set up Change forms annually.

 

 

Responsibility # 5: Procurement Process, Document Control & handle Internal
/External Audit.

10%

  • Generate file for each purchase according to the PO numbers immediately after receiving the PR.
  • Ensure that the copy of all documents related to each transaction is available in each PO file along with all correspondence, if any.
  • Send all necessary supporting documents in original to Accounts in time through ASO. Also verify that this is duly entry in the Register.
  • Monitor and follow-up with Accounts section for vendor's payment in time as and when required.
  • Maintain the filing of both hard copy and soft copy of the ongoing and complete PRs with all the supporting documents.
  • Interacts with suppliers in the receiving and inspection of goods –Ensure the GRNs are issued by assigned administrative staff. .
  • Processing payments for completed procurements ensuring acknowledgement in terms of GRNs, Completion Certificate and other relevant documents.
  • Handle Internal and External Audit professionally and efficiently.
  • Provide appropriate information and explanation and correct documents in consultation with Procurement Manger as sought by the auditors.
  • Initiate necessary actions to implement the audit recommendations as agreed.

 

lll.   Adhere to and support CARE Bangladesh’s Safety and Security policy and systems

As part of this role, the job holder will be expected to adhere to and support CARE Bangladesh’s Safety and Security policy and systems as part of their day to day duties, and comply, at all times, to safety & security protocols and directives, including reporting. Staff must maintain situational and self – awareness and be aware of the safety – security related consequences of their actions upon themselves, their team and the organization as a whole.

IV.     Safeguarding

CARE is committed to preventing any type of unwanted behavior at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct and expects staff to promote the welfare of children, young people and adults at all times.  CARE expects all staff and volunteers to share this commitment through our Code of Conduct.  We place a high priority on ensuring that only those who share and demonstrate this commitment are recruited to work with us.

 

V.            Reporting:  

Procurement Manager

 

VII.         Working Condition:  

This position is located in the Cox’s Bazar Regional Officer, Cox’s Bazar and will require field visit as necessary to assist the field office staff. Sometimes s/he will survey market proactively and collect updated procurement related information. This position will maintain contact with all projects/department heads, Procurement staffs, Finance staffs, Administrative staffs, Field Office Management Teams and concerned staff involved in procurement functions. Also, should keep close contact with CARE Bangladesh vendors.

 

VIII. Qualification:  

  • Master’s degree in any discipline with strong experience in procurement.
  • At least 4-5 years’ experience in procurement, including sourcing and purchasing in a similarly large agency, NGO experience is preferred.
  • Detailed knowledge and understanding of procurement ethics and donor compliance is essential.
  • Good knowledge on Govt. rules and VAT, TAX and customs duty etc.
  • Proven ability to multi-task and process information into action as to not delay program activities.
  • Proven ability to solve problems independently without supervision.
  • Excellent computer skills especially in MS Excel and experience with using email.
  • Excellent oral and written English skills.

 

IX.           Core Competencies:  

  • Strong interpersonal and negotiation skills.
  • Willingness and ability to work effectively with a wide variety of people.
  • High level of integrity and honesty.
  • Adaptable, flexible, able to take initiative and prioritize among competing demands.
  • A good team player with strong interpersonal skills, outgoing personality, and ability to work independently and effectively under pressure and on strict deadlines and in a multicultural setting.

Candidates need to be highly motivated and committed to CARE Bangladesh’s vision, mission, and long-term development work to significantly improve the lives of the most vulnerable and marginalized Candidates must be capable of displaying great learning agility, support and encourage knowledge sharing across projects, for the ultimate benefit of all of CARE’s mission wide initiatives.
 
Compensation

Attractive remuneration package will be offered to the really deserving candidate. In addition, CARE offers Provident Fund, Gratuity, Festival Bonus, Leave Encashment, Life and Health Insurance, Working Mother Benefits etc.

Interested candidates meeting the above requirements should apply through CARE Bangladesh’s e-recruitment site: https://career.carebangladesh.org/care-recruitment/home/jobDetails/927 on or before November  07, 2021. 

Note:

  • CARE Bangladesh aims to attract and select a diverse workforce ensuring equal opportunity to everyone, irrespective of race, age, gender, HIV status, class, ethnicity, disability, location and religion.
  • Men & Women both are encouraged to apply.
  • Any personal persuasion/phone-call will result in disqualification of candidature. We guarantee an interview to disabled candidates who meet the essential criteria.
  • CARE Bangladesh has a non-negotiable policy of ZERO TOLERANCE towards discrimination, harassment and abuse. All employees are expected to abide by the Protection from Sexual Exploitation and Abuse & Child Protection Policy of CARE Bangladesh.
  • Internal and external applicants shall be treated equally in the entire selection process.
  • To ensure transparent processes during recruitment, internal candidates should discuss potential applications with their Line Managers to ensure endorsement of their applications by respective Line Managers.
  • There is no cost involved with applying for positions with CARE Bangladesh. Any solicitation of job application costs should be regarded as fraudulent.