Procurement Coordinator (KFW Project) job at Norwegian Refugee Council (NRC)

About Us

The Norwegian Refugee Council (NRC) is a global humanitarian organisation helping people forced to flee. Join us in assisting millions of people in areas where others cannot, tackling some of the world's most dangerous and difficult crises. Bring your skills and dedication to an organisation recognised for providing high quality aid and for defending the rights of refugees and internally displaced people. At NRC, we give responsibility to employees at all levels and foster professional growth and innovative teams. You can expect a supportive culture and an open dialogue with management. We are committed to diversity, equity and inclusion. Together, we save lives and rebuild futures. Safeguarding is central to NRC’s work. We expect all employees to: • treat everyone with respect and dignity • contribute to building a safe environment for all • never engage in any form of exploitation, harassment and specifically sexual exploitation, abuse and sexual harassment (SEAH) • always report. NRC has a zero-tolerance approach to inaction against exploitation, abuse and SEAH

Background information about the job or company

The Procurement Coordinator (KFW Project) is responsible for all Procurement matters related to KFW project and ensure effective and timely day-to-day implementation and management of the procurement related to KfW and process and as well other procurement related issues at Sudan CO. The Procurement Coordinator will process procurement files and report procurement activities in a transparent and accountable way, ensuring that goods, works and services are delivered efficiently, in-line with NRC processes and procedures and in accordance with the principles off best values for money.

Responsibilities or duties

Generic responsibilities

• Ensure adherence with NRC and donor policies, tools, handbooks and guidelines
• Implement delegated KFW project portfolio according to plan of action
• Prepare and develop status reports as required by management
• Ensure proper filing of documents
• Use initiative in day-to-day problem solving in line with agreed procedures, priorities and standards for the area of work
• Promote and share ideas for technical improvement

Specific responsibilities

Procurement responsibilities

• Oversee the drafting and completion of all procurement files and packages for the KfW project from inception to conclusion.
• Ensure all documents meet the requirements and standards set by the donor, including detailed specifications, terms, and conditions.
• Create comprehensive ITB documents and all associated supporting materials, ensuring clarity and completeness.
• Submit ITB documents to the donor for review and secure necessary approvals.
• Lead the process of addressing any comments or feedback from the donor on procurement documents.
• Coordinate with relevant staff to gather necessary information and make required adjustments.
• Ensure timely and accurate responses to donor inquiries and feedback.

Coordination

• Schedule and facilitate all meetings related to the procurement process, including pre-tender meetings, bid openings, and evaluation sessions.
• Ensure all relevant stakeholders are informed and involved in these meetings as necessary.
• Draft detailed and accurate minutes of meetings(MoM) for all procurement-related discussions and decisions.
• Maintain organized and accessible records of all procurement files and documentation.

Procurement Plan (PP) Management:

• Take ownership of the Procurement Plan (PP), ensuring it is comprehensive and up to date.
• Monitor progress against the PP and adjust as needed to stay on track with project timelines and objectives.

Reporting

• Draft and preparation of status reports as required by management in weekly, biweekly and monthly basis

Documentation for payment:

• Responsible for preparing of payment package of all financial transaction according to PR / invoice and rest of supporting documentation

Compliance

• Ensure adherence to SOPs, NRC Logistics Handbook and donor regulations at all times.
• Review and highlight to Logistics Manager when updates to SOPs are required.
• Conduct regular spot-checks on Procurement files and supporting documentation.
• Liaise with compliance department to improve quality of services delivered by Procurement to other NRC departments and therefore beneficiaries

Staff Capacity Building:

• Conduct regular training and induction sessions on key procurement rules of KfW for both procurement and non-procurement staff in the CO and AOs

Qualifications or requirements

Competency

Competencies are important for the employee and the organization todeliver desired results. They are relevant for all staff and are divided into the following two categories:

Professional competencies

These are skills, knowledge and experience that are important for effective performance.

Generic professional competencies:

• 5-year experience in Procurement, preferably with experience in INGOs, UN and German donors
• Active problem solving with a focus on collegial working and supportive staff to own solutions.
• Cultural sensitivity and ability to work with a diverse team.
• Personal commitment and drive for timely and high-quality results
• Strategic perspective and keen to take ownership of Procurement related files, challenges, and solutions
• Proactive, able to multi-task and flexible to changing priorities
• Fluency in English and Arabic, both written and verbal
• Bachelor’s degree in Procurement, Logistics, Supply Chain Management, Business Administration, or related field.
• Master’s degree is an advantage.

Context/ Specific skills, knowledge and experience:

• Familiarity with project cycle financial management and donor reporting.
• Comfortable and willing to work in a dynamic security context.
• Experience designing and implementing procurement best practice.
• Demonstrated experience of capacity building of staff through coaching, training and mentoring.
• Dynamic and motivated with a positive and collegial attitude to joint problem solving.
• Strong focus on timely and quality outputs.
• Able to work under pressure, to meet tight deadlines, and with competing priorities.

Behavioral competencies

These are personal qualities that influence how successful people are in their job. NRC’s Competency Framework states 12 behavioral competencies, and the following are essential for this position:

• Planning and delivering results
• Empowering and building trust
• Communicating with impact and respect
• Handling insecure environment

• Ensure adherence with NRC and donor policies, tools, handbooks and guidelines
• Implement delegated KFW project portfolio according to plan of action
• Prepare and develop status reports as required by management
• Ensure proper filing of documents
• Use initiative in day-to-day problem solving in line with agreed procedures, priorities and standards for the area of work
• Promote and share ideas for technical improvement
• Oversee the drafting and completion of all procurement files and packages for the KfW project from inception to conclusion.
• Ensure all documents meet the requirements and standards set by the donor, including detailed specifications, terms, and conditions.
• Create comprehensive ITB documents and all associated supporting materials, ensuring clarity and completeness.
• Submit ITB documents to the donor for review and secure necessary approvals.
• Lead the process of addressing any comments or feedback from the donor on procurement documents.
• Coordinate with relevant staff to gather necessary information and make required adjustments.
• Ensure timely and accurate responses to donor inquiries and feedback.
• Schedule and facilitate all meetings related to the procurement process, including pre-tender meetings, bid openings, and evaluation sessions.
• Ensure all relevant stakeholders are informed and involved in these meetings as necessary.
• Draft detailed and accurate minutes of meetings(MoM) for all procurement-related discussions and decisions.
• Maintain organized and accessible records of all procurement files and documentation.
• Take ownership of the Procurement Plan (PP), ensuring it is comprehensive and up to date.
• Monitor progress against the PP and adjust as needed to stay on track with project timelines and objectives.
• Draft and preparation of status reports as required by management in weekly, biweekly and monthly basis
• Responsible for preparing of payment package of all financial transaction according to PR / invoice and rest of supporting documentation
• Ensure adherence to SOPs, NRC Logistics Handbook and donor regulations at all times.
• Review and highlight to Logistics Manager when updates to SOPs are required.
• Conduct regular spot-checks on Procurement files and supporting documentation.
• Liaise with compliance department to improve quality of services delivered by Procurement to other NRC departments and therefore beneficiaries
• Conduct regular training and induction sessions on key procurement rules of KfW for both procurement and non-procurement staff in the CO and AOs

• Active problem solving
• Cultural sensitivity
• Personal commitment and drive for timely and high-quality results
• Strategic perspective
• Proactive, able to multi-task and flexible to changing priorities
• Fluency in English and Arabic, both written and verbal
• Familiarity with project cycle financial management and donor reporting.
• Comfortable and willing to work in a dynamic security context.
• Experience designing and implementing procurement best practice.
• Demonstrated experience of capacity building of staff through coaching, training and mentoring.
• Dynamic and motivated with a positive and collegial attitude to joint problem solving.
• Strong focus on timely and quality outputs.
• Able to work under pressure, to meet tight deadlines, and with competing priorities.
• Planning and delivering results
• Empowering and building trust
• Communicating with impact and respect
• Handling insecure environment

• Bachelor’s degree in Procurement, Logistics, Supply Chain Management, Business Administration, or related field.
• Master’s degree is an advantage.