Procurement Specialist At International Planned Parenthood Federation


The Procurement Specialist is responsible for the procurement of goods and services and supporting improvement in logistics and procurement functions.


Under the overall supervision of the Head of Operations:

  1. Develop, facilitate, implement, monitor, and review procurement plans
  2. Manage the procurement function at IPPF which includes procurement of goods, works and services.
  3. Responsible for managing all procurement contracts, coordinate and monitor the function to ensure compliance with procurement policies and practises and donor requirements.
  4. Procure all materials and equipment ordered in a cost-effective and transparent manner in line with ARO and donor specific policies.
  5. Liaise with suppliers to create realistic delivery schedules and compare actual deliveries to evaluate supplier performance and responsiveness.
  6. Prepare the request for proposals (RFPs), Request for Quotations (RFQs) and ITB relevant documents and reports for tender committee review.
  7. Participate in evaluation of bids and proposal and make sure the bids evaluation report technical evaluation, minutes of negation’s and negotiated contract in selection of consultants contain all the facts and information required to justify the recommendation made in the reports.
  8. Ensure proper procurement systems and procedures to ensure strict adherence to set policies under the overall finance and administration rules for the Regional Office and SubOffices.
  9. Maintain a database on all procurement activities for Regional Office and Sub-Office and ensure that the purchase of assets is registered in the inventory databases.
  10. Maintain and update suppliers list using the Supplier registration form.
  11. Coordinate and facilitate the supplier pre-qualification process.
  12. Ensure procurement files are accurate and records follow Procurement manual and donor policies.
  13. Ensure that filing systems are properly established, that all soft and hard copies of procurement files and accessible and manageable.
  14. Review Invoices attached supporting documents and submit them for payment of suppliers to finance on a timely manner.
  15. Review Invoices and attached supporting documents where necessary to submit for tax exemption requests the regional Director.
  16. Responsible for ensuring that IPPFAR travel policies and procedures are well understood and followed.
  17. In coordination with the Administration unit establish detailed requirements for office supplies, equipment and other goods required (for workshops and meetings and the office.
  18. Ensure that requisite quotes are obtained from the list of approved suppliers and ensure that purchases are adequately supported by LPOs, Invoices and Delivery notes.
  19. Ensure all approved quotations are captured into the ERP in time and that LPOs raised are sent to the selected suppliers.
  20. Ensure all suppliers/service providers invoices are scrutinized, recorded, and promptly accounted for into the ERP.
  21. Build and maintain positive relationships with all members of staff, and contactors both within and outside the Federation.
  22. Undertake any other reasonable duties as may be requested by the supervisor

How to apply

For more details on the job description and on how to apply please visit IPPFAR Website

IPPF offers a wide range of benefits and is an equal opportunity employer.

Applications are particularly encouraged from women, people living with disabilities, people living with HIV and minorities.

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