Job Description

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Job description

Position Code


HRD-SA/09-030
Department


Operations
Job Grade


Senior Associate (10)
Reporting To


Project Operations Lead
Employment Type


Full-time Contractual (Closed-ended)
Location


Port Shepstone, South Africa
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JOb Purpose

Responsible for managing and coordinating procurement activities for IRD South Africa, ensuring the timely, cost-effective, and compliant acquisition of goods and services in line with organization policies and donor requirements. The role supports project teams and departments by sourcing reliable suppliers, negotiating contracts, and ensuring that materials and services meet required quality, budget, and delivery standards.


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RESPONSIBILITIES

Manage day-to-day procurement activities in line with IRD SA's procurement policies and procedures. Source, evaluate, and select suppliers to ensure quality, reliability, and cost-effectiveness. Prepare and issue purchase orders and contracts in accordance with approved requirements. Liaise with suppliers to negotiate pricing, delivery terms, and service level agreements (SLAs). Ensure that all procured goods and services meet required specifications and quality standards. Monitor supplier performance and address any issues related to delays, quality, or non-compliance. Maintain accurate procurement records, documentation, and supplier databases. Track orders and follow up with suppliers to ensure timely delivery. Assist with import/export documentation and customs processes in coordination with logistics partners, when required. Coordinate with project managers and departments to understand procurement needs and timelines. Work closely with the Finance Department to ensure accurate invoicing and timely supplier payments. Prepare procurement reports, including spending analysis and supplier performance reviews. Support the implementation of cost-saving initiatives and continuous improvement in procurement processes. Ensure compliance with internal policies and external regulations related to procurement. Monitor and manage supply chain activities to ensure uninterrupted availability of materials and services for all projects. Perform any other duties as assigned to support operational efficiency. Ensure procurement activities are aligned with donor specific requirements and documentation standards where applicable. Support internal and external audits by providing complete and timely procurement records and clarifications. ###

REQUIRED KNOWLEDGE, SKILLS & ABILITIES (KSA)

Required Qualification


Bachelor's degree or Diploma in Procurement, Supply Chain Management, Business Administration, Logistics, or a related field. Required Experience


Minimum 2 to 4 years of relevant experience in procurement, purchasing, or supply chain management, preferably in a project-based, development, or NGO environment. Demonstrated experience in sourcing, tendering, vendor evaluation, and basic contract management. Experience in managing procurement documentation, purchase orders, and supplier compliance. Familiarity with public, donor-funded, or institutional procurement procedures is a strong advantage. Required Skills


Strong problem-solving and analytical skills with an ability to assess suppliers and control costs. Sound negotiation and vendor management skills. Good understanding of procurement policies, procedures, and ethical sourcing practices. Ability to use procurement and supply chain systems and tools effectively. Strong written and verbal communication skills. Ability to handle multiple procurement activities and meet competing deadlines. High attention to detail with strong organizational and recordkeeping skills. Ability to work independently while maintaining confidentiality and professional integrity. Proficiency in Microsoft Word, Excel, and PowerPoint. Basic understanding of inventory and logistics processes. High level of integrity and commitment to ethical standards. * Self-motivated and able to work well in a fast-paced environment.