Procurement Officer

Job Description

Title: Procurement Officer

Company Name: Qatar Charity

Vacancy: 1

Age: At least 26 years

Job Location: Cox`s Bazar (Teknaf)

Salary: --

Experience:

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

• Bachelor's degree in Procurement and Supply Chain Management, Business Administration, Commerce, Logistics, or a related field from a recognized university.

• Professional certification or registration is an advantage.

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

• Age At least 26 years

• Minimum 3 years of progressively responsible experience in procurement, supply chain management, purchasing, contract administration, logistics, or related functions with INGOs, UN agencies.

• Professional certification or registration is an advantage.

Skills:

• Experience procuring services, supplies and works related suppliers in a high-pressure environment.

• Familiarity with donor procurement requirements and compliance standards.

• Knowledge of ERP systems would be highly desirable.

• Experience supporting emergency response, humanitarian, or refugee-related operations.

• Professional procurement certification (e.g., CIPS or equivalent) is an advantage.

Summary: The procurement officer is responsible for managing and coordinating the end-to-end procurement process for project-related goods, works, and services, ensuring compliance with organizational policies, donor requirements, and applicable procurement procedures. Based in dhaka, the position oversees market assessments, solicitation and evaluation of quotations and tenders, supplier and vendor management, purchasing processes, contract administration, delivery tracking, and procurement documentation.

Location: Teknaf, Cox’s Bazar

Contract Duration: 6 Months (No Extension)

GENERAL RESPONSIBILITIES:

Objective 1: Contribute to procurement planning and management

• Contribute to procurement activities for project goods, works, and services in accordance with organizational policies and donor requirements.

• Develop and maintain procurement plans to ensure timely acquisition of project requirements.

• Coordinate with projects, finance, logistics, and technical teams to identify procurement needs and priorities.

• Monitor procurement timelines and ensure timely completion of all procurement actions.

• Conduct market assessments and supplier sourcing to identify qualified vendors and service providers.

• Prepare and issue Requests for Quotations (RFQs), Invitations to Bid (ITBs), Requests for Proposals (RFPs), and other procurement documents.

• Organize bid opening, evaluation, and supplier selection processes in accordance with approved procedures.

• Facilitate procurement committee meetings and prepare procurement evaluation documentation.

• Ensure procurement processes are fair, transparent, competitive, and properly documented.

Objective 2: Support in vendor, contracts administration and supplier management

• Develop and maintain an updated database of suppliers, contractors, and service providers.

• Conduct supplier due diligence, verification, and performance assessments.

• Establish and maintain effective relationships with suppliers and contractors.

• Monitor supplier performance and address procurement-related issues in a timely manner.

• Support the development of framework agreements and long-term supplier arrangements where appropriate.

• Prepare purchase orders, procurement contracts, service agreements, and related documentation.

• Ensure purchase orders and contracts are processed, reviewed, and approved in accordance with delegated authority levels.

• Monitor contract implementation and supplier compliance with contractual obligations.

• Coordinate amendments, extensions, and modifications to procurement contracts as required.

• Manage contract close-out processes and ensure all obligations have been fulfilled before contract completion.

Objective 3: Providing documentation, compliance, logistics and audit support

• Track procurement actions from requisition through delivery and final acceptance.

• Monitor delivery schedules to ensure goods and services are received within agreed timelines.

• Coordinate with relevant staff to verify the quality, specifications, and quantities of delivered goods and services.

• Support the resolution of delivery delays, supplier performance issues, and procurement-related challenges.

• Maintain updated procurement tracking systems and status reports.

• Maintain complete, accurate, and well-organized procurement files for all procurement transactions.

• Ensure all procurement records are properly documented and retained in accordance with organizational requirements.

• Verify compliance with procurement policies, donor regulations, and internal control procedures.

• Support internal and external audits, reviews, monitoring missions, and inspections by providing procurement documentation and information as required.

• Identify procurement risks and recommend corrective actions to strengthen compliance and accountability.

Objective 4: Manage assets, inventory, and office facilities to ensure a well-maintained work environment.

• Maintain an up-to-date asset register and ensure proper tagging and tracking.

• Conduct regular physical verification of assets and inventory.

• Oversee warehouse operations, ensuring proper storage and stock control.

• Manage asset disposal and handover processes in compliance with policies.

• Ensure smooth functioning of office facilities, utilities, and general services.

• Supervise cleaners and office support staff to maintain a safe and clean environment.

• Manage service contracts for security, cleaning, and maintenance.

• Oversee lease agreements and ensure compliance with legal requirements.

Objective 5: To ensure employees adhere to ethical standards, organizational policies, and legal requirements while maintaining integrity and professional conduct at all times.

• The Employee undertakes to use the Association's technological devices, software, and systems for professional purposes only.

• The employee hereby acknowledges that they have read, understood, and agreed to comply with all applicable organizational policies and guidelines, including but not limited to the Code of Conduct, PSEA Policy, Safeguarding Policy, Conflict of Interest Policy, Fraud Prevention Policy and the Non-compliance may result in disciplinary action.

• The staff obliges to immediately report any violations of the associations policies or Bangladesh Law that was discovered during their work including illegal activities, or breech of work ethics.

• The employee is prohibited from engaging in any behaviour that continues harassment or discrimination against any of their colleagues. Partners, stakeholders, etc.

• Staff must agree that giving or receiving any gift, money, or benefit that is illegal or dishonest—directly or indirectly—is not allowed

• The Employee undertakes that, throughout their employment with Qatar Charity, they shall not engage in any form of bribery or corruption, whether directly or indirectly, and shall comply with all applicable anti corruption laws of the country and organizational policies.

Objective 6: Ensure the implementation of Qatar Charity’s safeguarding standards, including PSEA and GBV prevention, across all project activities to maintain a safe and accountable environment.

• Implement and monitor safeguarding measures, ensuring compliance with Qatar Charity’s PSEA and GBV policies throughout the project lifecycle.

• Abide by QC’s Child Protection and Safeguarding related policies to keep children and young people safe and to respond to concerns about a child's safety or wellbeing.

• Establish and maintain confidential, accessible reporting channels for safeguarding concerns and ensure timely response and escalation.

• Collaborate with HR and relevant departments to integrate safeguarding into field activities.

• Ensure risk assessments include safeguarding considerations and mitigation strategies for all project activities.