Procurement and Supply Officer
Position Circumstances
- Career Category: Logistics, Business Administration, Accounting, Economics, Banking / Finance
- Schedule:Full-time
- Salary: $540 - $606
Location: Phnom Penh (May go to the provinces occasionally)
Hour of work: 40 hours/week
Report to: Finance and Administration Manager
Job Purpose: To lead and coordinate procurement and supply management activities in a transparent, ethical, and cost-effective manner, ensuring value for money, adequate stock availability, compliance with organizational policies, and effective support to program and operational activities.
Job Brief: The Procurement and Supply Officer support the effective delivery of Ratanak International programs by managing procurement activities and supply inventories in a timely, transparent, cost-effective, and compliant manner. The position ensures goods and services are procured according to organizational policies and that supplies are adequately monitored, stored, and replenished. The role works closely with internal stakeholders and external vendors to maintain strong supplier relationships, accurate documentation, and ethical procurement practices.
Duties & Responsibilities:
- Procurement Management
- Coordinate procurement processes end to end when a Purchase Request has been submitted to the desk following the timelines.
- Coordinate procurement committee meetings and support stakeholders in defining procurement specifications, evaluation criteria, and committee roles.
- Determine the procurement methods to ensure best source for the purchase that adheres to the finance policies and organization values.
- Source qualified vendors and obtain quotations, proposals, or competitive bids in accordance with procurement thresholds and organizational policies.
- Analyzing quotations, conduct price comparisons, and provide recommendations to ensure best value for money, quality, delivery, and compliance with committee.
- Prepare Contract or Purchase Order (PO) with the supplier that follows finance policies to ensure the quantity of goods or deliverable service; price or fee is clearly determined to order, terms and conditions of purchase and responsibility terms for the supplier and delivery best interest for the organization.
- Ensure timely delivery of goods and services with supplier according to Contract or PO, resolve any shortage or late shipment.
- Inspect goods or services receiving with evidence to verify before any payment.
- Manage and prepare settle payments to suppliers following the bill or invoice according to the contract or PO.
- Coordinate and prepare supporting documents for approval that require adhering to finance policies.
- Coordinate to select a Preferred Supplier for goods and services at regularly needs and get approval according to the policies.
- Develops bidding specifications for major procurement and ensure best price and best supplier engaged, and all activities comply with organizational policies, value and government regulations if needed.
- Inventory and Supply Management
- Manage and distribute Office Supplies, Cleaning Supplies, Ingredient Supplies, to staff upon request day to day or agreed schedule with proper record and documentation.
- Oversee all supplies in the organization, support package and monthly produce consumption report. Provide analysis when necessary.
- Conduct reconciliation with actual stock and stock list balance before financial year end with finance staff.
- Coordinate and liaise with Purchase or Re-order from preferred supplier when supplies quantity reaches its minimum or upon additional purchase request.
- Supplier Relationship and Procurement Planning
- Maintain a vendor and preferred suppliers list, update the information when occur.
- Maintain purchasing files, price lists, and procurement documents up to date.
- Conduct evaluation to valid preferred suppliers or service providers performance annually and revise contract if fee or price rage changes.
- Support in analysing, planning and budgeting for purchasing supplies for the annual budget.
- Consolidate project procurement needs and support annual procurement planning to improve purchasing efficiency and budget utilization.
- Report procurement risks, delays, or compliance concerns to the supervisor for action.
- Compliance and Documentation
- Ensure procurement follows policies, standards, delivering goods or services on the principle of good stewardship, integrity, and effectiveness.
- Maintain procurement files such as ongoing contracts and bidding or proposal documents are filing in structure and securely and available whenever needed.
- Support audits process when needed.
- Reporting
- Report on the number of procurements successfully supported by end of the month.
- Update the procurement in progress and report weekly to supervisor.
- Ensure communication of issues arising due to procurement, supplies or supplier that cannot handle to supervisor in a timely manner.
- Provide monthly report on supplies usage by each project and supplies purchase.
- Supports and Engagement
- Support in asset registration, asset counting, and disposal with stakeholders.
- Support other assigned task by supervisor in term of up keeping of asset, supplies and procurements management.
- Engage in team, project meetings, and other meetings or event that required by supervisor and organization standards.
- Pursue an ongoing personal growth journey, new learning, and development.
Benefits:
- 13-month salary
- Indemnity payment
- Health allowance & insurance
- Meals
- Self-care allowance
- Education allowance
Expected Profile of Candidates
Languages:
- English - Fluent
- Khmer - Fluent
Qualifications:
- Bachelor's Degree in Business/public administration, Economic/Finance/Accounting field or related field, Procurement and Supply Management degree or certification is preferred
Work History:
- Procurement, logistics, inventory, or supply chain management for 3 years as a minimum
Skills & Knowledge:
General & Technical Skills
- Experience in working with NGO, hotel, school or logistics management entity is a plus.
- Good understanding of procurement management, process and compliance standards.
- Strong verbal and written communication in both Khmer and English.
- Strong computer skills (Microsoft Office, especially Word and Excel)
- Procurement Management knowledge and budget estimation.
- Knowledgeable in goods or services supplies cost in the local market
- Established supplier network and ability to identify and develop qualified vendor relationships.
- Good at negotiating art and communication skills.
- Vendor Sourcing and quotation analysis technic.
- High understanding of Contractual preparation and supplier administration
- Experience in Purchase order preparation and payment coordination
- Vendor performance monitoring and assessment.
- Supplies management and inventory coordination.
- Strong in documentation and filing management
- Using Microsoft 365 is a plus.
Soft Skills
- Respect and cooperate with each other
- Communicate directly and kindly
- Strive for excellence with integrity and effectiveness to meet the goal
- Recognize own need to learn and growth
- Perform in integrity and ethical standards
- Organized, systematic and dynamic personality.
- Ability to prioritize task and task management
- Strong attention to detail
- Proactive and solution-focused attitude
- Ability to response under pressure
- Problem-solving and decision-making ability
- A Church’s member is a plus.
