Sr. Officer Procurement and Supply Chain

Job Description

Title: Sr. Officer Procurement and Supply Chain

Company Name: Partners in Health and Development (PHD)

Vacancy: 1

Age: At least 30 years

Job Location: Anywhere in Bangladesh

Salary: Negotiable

Experience:

• At least 5 years
• The applicants should have experience in the following business area(s): NGO

• Bachelor’s degree in Supply Chain Management, Procurement, Business Administration, Logistics, Commerce, or a relevant field.

• Professional certification in procurement/supply chain is an advantage.

• At least 5 years
• The applicants should have experience in the following business area(s): NGO

• Age At least 30 years

Experience – Essential

• Minimum 5 years of relevant experience in procurement and supply chain management.

• Experience in procurement of medical supplies, medicines, equipment, or NGO programme materials is highly desirable.

• Experience with procurement documentation, vendor management, inventory coordination, and supply chain tracking.

Desirable

• Experience with NGO/INGO or humanitarian programmes, particularly in the Rohingya Response.

• Experience working with donor-funded projects and procurement compliance requirements.

• Knowledge of ERP/procurement systems, MS Excel, and digital procurement trackers.

Skills & Competencies

Technical Skills

• Strong knowledge of procurement and supply chain procedures.

• Good understanding of vendor sourcing, quotation analysis, bid evaluation, and contract management.

• Strong Excel, data management, documentation, and reporting skills.

• Good understanding of inventory and logistics coordination.

Communication & Interpersonal Skills

• Strong communication, negotiation, and coordination skills.

• Ability to work effectively with suppliers and multidisciplinary teams.

• Good written and spoken English and Bangla.

Other Competencies

• Strong attention to detail and analytical skills.

• Integrity, confidentiality, accountability, and commitment to ethical procurement.

• Ability to prioritize multiple tasks and work under pressure.

• Strong problem-solving and decision-making skills.

Working Conditions

• Based at the assigned PHCC/MCH/field office with regular coordination with warehouse, logistics, finance, programme, and management teams.

• May require field visits and travel to project locations, suppliers, warehouses, and programme sites.

• Ability to work under pressure and respond to urgent humanitarian procurement requirements.

Duty Station: Work at Office

Reports to: Finance and Admin Coordinator

Accountable to: Project Coordinator

Position Summary

The Sr. Officer – Procurement & Supply Chain will support and oversee procurement and supply chain activities for the PHCC/MCH programme, ensuring timely, transparent, cost-effective, and compliant procurement of medicines, medical supplies, equipment, services, and other programme requirements. The position will coordinate with programme, finance, warehouse, logistics, and management teams to maintain an efficient supply chain in line with organizational policies and donor requirements.

Key Responsibilities

Procurement Planning & Coordination

• Prepare and maintain procurement plans based on programme needs, budgets, and approved workplans.

• Coordinate with programme, pharmacy, warehouse, logistics, and finance teams to identify procurement requirements.

• Ensure timely procurement of goods, services, and supplies to avoid stock-outs and programme disruptions.

Procurement Process Management

• Manage RFQs, quotations, bid evaluations, purchase requisitions, purchase orders, and related procurement documentation.

• Ensure procurement processes are transparent, competitive, and compliant with organizational policies and donor requirements.

• Support vendor selection, evaluation, negotiation, and contracting.

Supplier & Vendor Management

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

• Coordinate with suppliers regarding quotations, delivery schedules, quality, specifications, and payment documentation.

• Address procurement-related issues and delays in coordination with relevant teams.

Supply Chain & Inventory Coordination

• Coordinate with warehouse and logistics teams to ensure timely receipt, storage, distribution, and tracking of procured items.

• Monitor stock levels and support timely replenishment of essential supplies.

• Ensure proper documentation and traceability of supplies throughout the supply chain.

Quality, Compliance & Due Diligence

• Ensure procured items meet approved specifications, quality standards, and programme requirements.

• Conduct appropriate vendor due diligence and maintain required procurement records.

• Ensure compliance with procurement policies, donor rules, segregation of duties, and ethical procurement practices.

Procurement Documentation & Record Keeping

• Maintain complete procurement files, including requisitions, quotations, comparative statements, approvals, POs, contracts, delivery notes, and invoices.

• Ensure proper filing and timely availability of procurement documents for audit and review.

• Maintain procurement trackers and databases.

Cost Control & Budget Monitoring

• Support cost-effective procurement and value-for-money initiatives.

• Monitor procurement expenditures against approved budgets and identify potential budget issues.

• Coordinate with Finance to ensure proper documentation and timely processing of supplier payments.

Reporting & Data Management

• Prepare regular procurement and supply chain reports, trackers, and status updates.

• Monitor procurement lead times, pending orders, supplier performance, and delivery status.

• Ensure accurate and timely procurement data for management and donor reporting.

Coordination & Team Support

• Work closely with programme, finance, warehouse, pharmacy, logistics, and administration teams.

• Provide technical support and guidance to junior procurement/supply chain staff.

• Participate in procurement and supply chain meetings and support operational decision-making.

Emergency Preparedness & Humanitarian Response

• Support rapid procurement of critical medicines, medical supplies, equipment, and other emergency items.

• Maintain readiness for urgent procurement requirements during outbreaks, emergencies, or programme scale-up.

• Ensure emergency procurement remains properly documented and compliant with organizational procedures.

• 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.