Position: Procurement Specialist

Reporting Relationship: Head of Procurement and Logistics Unit

Location: To be agreed. Possibility of remote working. Missions abroad are requested

Work in Coordination with: Procurement Specialists, Logistics Specialists, AFC team, Countries teams of the designated countries

Starting date: September 2024

Application deadline: 25/07/2024

Gross Salary: to be defined according to the candidate’s profile

WeWorld is an independent Italian organisation that has been working in international cooperation and humanitarian aid for 50 years. It supports people in overcoming emergencies, and it strives to guarantee that everyone can have a decent and dignified life as well as opportunities and a better future. WeWorld directly works in 26 countries around the world, including in Italy. Our local offices in each country ensure a timely and effective response, even in emergency contexts.

Its activities mainly involve women, girls and young people, actors of change in every community for a fairer and more inclusive world. WeWorld is member of ChildFund Alliance, a network of eleven child-focused development and humanitarian agencies.

Job description

The Procurement Specialist ensures efficient management of procurement processes and procedures for the designated countries in collaboration with the Procurement and Logistics Unit. The expert provides remote and in-country technical advice, guidance, and support to all Country Office teams, ensuring compliance with WeWorld policies, principles, and standards, as well as donor regulations. This role is crucial for maintaining high-quality standards across all programs through effective communication, coordination, and information sharing.

Main tasks and Responsibilities

Global Responsibilities

• Work with the Procurement & Logistics Unit to enhance procurement systems, manuals, SOPs, and strategic tools.
• Develop and implement Procurement Minimum Standards.
• Formulate effective procurement strategies and new processes.
• Address key risks, audit findings, and complaints, proposing mitigation measures.
• Foster communication and cross-learning among designated countries, sharing lessons learned.
• Support initiatives and special projects, including environmental procurement and emergency procedures.
• Travel to provide in-country support as required
• Assist in opening new bases/missions in collaboration with the Humanitarian team.
• Enhance the capacity-building strategy.
• Prepare guidelines, SOPs, and donor regulations (EU, AICS, ECHO, UN, others).
• Support logistics activities.

Country-Specific Responsibilities (in the designated Countries)

• Provide technical guidance on procurement processes, ensuring adherence to WeWorld policies, guidelines, and donor requirements and rules
• Ensure Procurement Minimum Standards are in place
• Review and approve procurement plans, tender documents, contracts, framework agreements, leases, and other high-value commitments.
• Review high-value procurement procedures, including tender invitations and evaluation of responses.
• Assist in preparing complex contracts and making recommendations for final purchases and contract awards.
• Support the country and regional team during audit processes, ensuring accurate and compliant procurement documentation.
• Build the capacity of procurement and non-procurement staff.
• Provide procurement inputs for project proposals.
• Conduct spot and compliance checks.
• Follow up on audit recommendations.
• Assess Mission’s Procurement Department to identify human resources gaps and ideal staffing structures.
• Support the definition of roles and responsibilities using tools like JD, RACI Matrix, and roles and responsibilities documents.
• Establish a coordination mechanism to support procurement processes.
• Recommend solutions for complex procurement requests.
• Liaise with HQ and Regional teams on procurement matters.
• Assist in recruiting Country Logistics Coordinators/Managers and other team members.
• Support in Procurement-Specific Tasks

Additional Duties

Perform other duties as requested by the line manager, the Unit and the department