Officer Procurement and Supply Chain

Job Description

Title: Officer Procurement and Supply Chain

Company Name: Partners in Health and Development (PHD)

Vacancy: 1

Age: At least 26 years

Job Location: Anywhere in Bangladesh

Salary: Negotiable

Experience:

• At least 3 years
• The applicants should have experience in the following business area(s): NGO

• Bachelor’s degree in Supply Chain Management, Procurement, Business Administration, Management, Finance, Logistics, or another relevant discipline from a recognized institution.

• A professional qualification or certification in Procurement and Supply Chain Management will be an advantage.

• At least 3 years
• The applicants should have experience in the following business area(s): NGO

• Age At least 26 years

Experience

Essential

• Minimum 3 years of relevant experience in procurement, logistics, supply chain, or warehouse management.

• Experience in managing procurement processes, supplier coordination, and inventory management.

• Experience working with procurement documentation, quotations, comparative statements, Purchase Orders, and vendor management.

• Strong knowledge of stock management, warehouse operations, and supply planning.

• Proficiency in MS Office, particularly Excel.

Desirable

• Previous experience working with an NGO, INGO, humanitarian, or development organization.

• Experience supporting health, hospital, field hospital, or emergency response programmes.

• Experience in procurement and management of medical supplies, equipment, pharmaceuticals, or laboratory commodities.

• Experience working in the Rohingya Response or other humanitarian and resource-constrained settings.

• Knowledge of donor compliance and procurement requirements.

Skills & Competencies

Technical Skills

• Strong knowledge of procurement and supply chain management principles.

• Good understanding of procurement procedures, vendor management, and contract administration.

• Knowledge of warehouse and inventory management.

• Ability to develop and monitor procurement and supply plans.

• Strong documentation and record management skills.

• Ability to analyze procurement and inventory data.

Communication and Interpersonal Skills

• Good communication and negotiation skills.

• Ability to maintain effective relationships with suppliers and internal stakeholders.

• Strong coordination and teamwork skills.

• Ability to work effectively in a multicultural and challenging environment.

Other Competencies

• High level of integrity, transparency, and accountability.

• Strong attention to detail and organizational skills.

• Ability to manage multiple priorities and meet deadlines.

• Strong problem-solving and decision-making skills.

• Ability to work under pressure and respond effectively to emergency requirements.

• Commitment to humanitarian principles and organizational policies.

Working Conditions

• The position will be based in Cox’s Bazar and may require regular travel to programme sites, camps, warehouses, health facilities, and Field Hospitals.

• The role may involve working in challenging humanitarian and resource-constrained environments.

• The position holder may be required to provide additional support during emergency responses, disease outbreaks, natural disasters, or other operational requirements.

Duty Station: Camp base

Reports to: Senior Procurement and Supply Chain

Accountable to: Project Coordinator

Position Summary

The Procurement and Supply Chain Officer will be responsible for supporting and ensuring the efficient, timely, transparent, and compliant procurement and supply chain management of goods, services, medical supplies, equipment, and other programme requirements under the Rohingya Response Programme in Cox’s Bazar.

The position holder will manage procurement processes, supplier coordination, inventory and warehouse management, asset and stock tracking, and the timely delivery of supplies to programme sites and health facilities. The role will ensure that all procurement and supply chain activities are carried out in accordance with organizational policies, donor requirements, applicable laws, and humanitarian standards.

The Procurement and Supply Chain Officer will work closely with Programme, Finance, Medical, Pharmacy, Administration, and Field Hospital teams to ensure the uninterrupted availability of essential supplies and services required for effective programme implementation.

Key Responsibilities

Procurement Management

• Manage end-to-end procurement processes in accordance with organizational procurement policies, procedures, and delegated authority.

• Receive and review Purchase Requisitions (PRs) and ensure that specifications, quantities, budget codes, and required approvals are complete.

• Conduct market surveys, collect quotations, prepare comparative statements, and support supplier selection processes.

• Ensure appropriate procurement methods are followed based on procurement thresholds and organizational procedures.

• Prepare Purchase Orders (POs), Work Orders, contracts, and other procurement-related documentation as required.

• Coordinate with suppliers to ensure the timely delivery of goods and services.

• Follow up on outstanding orders and resolve procurement-related issues, delays, or discrepancies.

• Ensure value for money, transparency, fairness, competition, and proper documentation throughout the procurement process.

• Maintain an updated supplier/vendor database and support vendor assessment and performance monitoring.

Supply Chain Planning and Coordination

• Support the development and implementation of procurement and supply plans based on programme and operational requirements.

• Coordinate closely with programme and technical teams to forecast upcoming supply and service needs.

• Monitor procurement lead times and identify potential supply risks.

• Ensure timely sourcing and delivery of essential items, particularly medical supplies, medicines, equipment, and emergency items.

• Maintain close coordination with relevant departments to prevent stock-outs and unnecessary overstocking.

• Support contingency planning and emergency procurement requirements during disease outbreaks, disasters, or other humanitarian emergencies.

Medical and Programme Supply Support

• Coordinate with Medical, Pharmacy, Laboratory, Nutrition, and other technical teams regarding the procurement and supply of essential commodities.

• Support the timely procurement and delivery of medical equipment, consumables, medicines, laboratory supplies, and other programme materials.

• Ensure that technical specifications are reviewed and approved by the relevant authorized personnel before procurement.

• Monitor supply requirements and coordinate with relevant teams to address potential shortages.

• Support the proper documentation and tracking of medical and programme supplies.

Warehouse and Inventory Management

• Support and oversee proper warehouse and store management in accordance with organizational procedures.

• Ensure proper receiving, inspection, documentation, storage, and issuance of goods.

• Maintain accurate stock records, bin cards, stock registers, and inventory management systems.

• Conduct regular physical stock counts and reconcile physical stock with stock records.

• Investigate and report stock discrepancies, damages, losses, or expired items.

• Ensure proper storage conditions, including appropriate segregation and protection of sensitive items.

• Monitor minimum and maximum stock levels and support timely replenishment.

• Ensure the application of FIFO/FEFO, where applicable.

• Support proper disposal of damaged, expired, obsolete, or unusable items in accordance with organizational procedures.

Logistics and Distribution

• Coordinate the transportation and timely delivery of goods to Field Hospitals, health facilities, camps, warehouses, and other programme locations.

• Prepare and maintain relevant delivery documentation, including Goods Received Notes (GRNs), delivery notes, waybills, and stock transfer documents.

• Coordinate with programme and warehouse staff to ensure accurate and timely distribution of supplies.

• Monitor transportation arrangements and ensure the safe handling of goods.

• Support the movement and distribution of emergency supplies during humanitarian emergencies or surge responses.

Asset Management

• Maintain accurate records of organizational assets and equipment.

• Ensure proper asset tagging, registration, tracking, transfer, and disposal.

• Conduct periodic physical verification of assets and reconcile findings with the asset register.

• Report missing, damaged, or non-functional assets to the relevant supervisor.

• Coordinate with Finance, Administration, and programme teams regarding asset management and documentation.

Compliance and Documentation

• Ensure all procurement and supply chain activities comply with organizational policies, donor requirements, and applicable local regulations.

• Maintain complete, accurate, and properly organized procurement files and supporting documents.

• Ensure proper segregation of duties and compliance with approval and authorization procedures.

• Support internal and external audits by providing complete procurement and supply chain documentation.

• Identify compliance gaps and support corrective actions.

Emergency Preparedness and Response

• Maintain readiness to support emergency procurement and supply chain operations.

• Support rapid sourcing and delivery of essential supplies during disease outbreaks, fires, natural disasters, mass casualty incidents, or other humanitarian emergencies.

• Identify potential supply chain disruptions and develop appropriate mitigation measures.

• Maintain coordination with suppliers and relevant stakeholders to ensure continuity of essential services.

Reporting and Data Management

• Prepare regular procurement tracking reports and updates.

• Maintain updated records of Purchase Requisitions, Purchase Orders, supplier information, deliveries, stock movements, and outstanding orders.

• Prepare monthly procurement, inventory, and supply chain reports as required.

• Analyze procurement and stock data to identify trends, risks, delays, and improvement opportunities.

• Provide timely updates to the supervisor and relevant departments regarding procurement status and supply availability.

Coordination and Teamwork

• Work closely with Programme, Finance, Administration, Medical, Pharmacy, Warehouse, and other relevant teams.

• Maintain effective communication with suppliers, service providers, and other relevant stakeholders.

• Participate in procurement committees, coordination meetings, and planning discussions as required.

• Support programme teams in developing realistic procurement plans and timelines.

• Maintain professional and constructive relationships with internal and external stakeholders.

• Monthly Gross Salary: Negotiable

• Bonus and other benefits: 10% of the monthly gross salary.

• Other Benefits: Office hours, annual leave, increments, will be provided as per the organizational policy and Recruitment & Human Resource Management Policy of Partners in Health and Development (PHD), subject to project budget availability.