Procurement Specialist x2 at HJF Medical Research International, Inc.(HJFMRI)

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Job Summary

HJFMRI is seeking a qualified candidate to fill the position of Procurement Specialist (2 Positions) 
Job Description

Reports to: Senior Manager, Procurement
Location: Mbeya HQ Office 
Contract: One year, with option(s) to renew
General Overview
The procurement specialist is responsible for assisting Procurement Manager in managing the flow of procurement activity to implement the HJFMRI HIV and TPDF Programs in the country. To ensure that supply chain needs of an organization are met in timely and cost effective manner. Procurement specialist analyses costs, negotiate contract details, offer strategies and solution to help organization better manage costs on supplies and vendor services. Develop relationships with vendors, internal customers and Save money across the organization by improving process efficiency, Prevent and detect lack of process compliance and fraud through a reinforced controls environment.

Primary Duties or Key responsibilities:

  • Develop procurement plan and manage its execution
  • Perform vendor/suppliers pre-qualifications process including vendor’s due diligence and maintain a pool of competent, reliable service providers
  • Research potential vendors
  • Compare and evaluate offers from vendors/suppliers
  • Negotiate contract terms of agreement and pricing
  • To manage procurement contract with vendors to ensure best prices and value for money
  • Track orders and ensure timely delivery
  • Review quality of purchased products
  • Enter order details(eg. vendors, quantities, prices)into international databases
  • Maintain update records of purchased Products, delivery information and invoices
  • Receiving and analyzing purchase requests from user departments in Mbeya, Dar and Regional offices to determine the appropriate method of procurement i.e. quotation, tender and RFP and forward them to senior management for approval.
  • Liaise with technical team to establish technical specifications of items for supplies to be ordered and sometimes provides assistance to user departments, when required for the same.
  • Sourcing quotes, tenders from potential and preferred vendors
  • Issue addendum to quotations, tenders and proposals as required
  • Process purchase orders for TPDF and HIV programs requests
  • Follow up with vendors and expedite where necessary to ensure timely delivery of requested goods/consignment
  • Verification of the documents received from vendors for authenticity and accuracy before payment processing
  • Prepare payments requests with fully documentation and forward them to Finance for further processing to vendors
  • Process and follow up advertisement of program positions and RFPs/ITBs
  • Inform vendors to collect payment checks as soon as they are ready
  • Maintain an up-to-date knowledge of the supply market for all HJFMRI-T supplies and services
  • Manage constructive business relationship with suppliers and other supply chain stakeholders
  • Manage supply risk by anticipating demand, review supply market and developing supplier’s contingency plan
  • Perform costs benefit analysis on procurement of equipment versus leasing option and provide proper advice to procurement manager on economic model to adopt.
  • Negotiate best deals with the vendors for program costs control and cost management
  • Perform supplier performance appraisal in order to maintain best performance and delist nonperformance vendors
  • Process /file Tax exception/reimbursement with relevant authorities including VAT and import duties for imported goods and local supplies
  • Prepare weekly reports and any other highlights as may be requested
  • Perform other related duties and responsibilities as may be assigned from time to time by supervisor.


  • A minimum of a Bachelor Degree in the field of Procurement and Supply Chain Management.
  • CIPS or PSPTB preferred.
  • Minimum of three years working in similar organization.
  • Must be of high integrity.
  • Possess good report writing skills.
  • Ability to provide, technical advice to management.
  • Excellent computer skills in Microsoft office programs and ability to employ computerized systems to schedule work.
  • Capable of exercising good and individual judgments
  • Possess good organization and planning skills
  • Insightful, organized, diligent, analytical, ability to produce results, trustworthy, assertive.
  • Ability to take initiative and work under pressure with limited supervision.

How to Apply

To be considered, applicants must put the TITLE OF THE JOB in the SUBJECT LINE. CVs should not include any reference to marital status, birthplace, or tribal and/or religious affiliations. Any CVs containing this information will not be considered for employment. Hand delivery applications will not be accepted. Deadline for submission of the application is November 26th 2019. Those who do not meet the minimum requirements as detailed in the job description below will not be considered.

Please manually apply for this job using the details below: Cover letters and resumes should be sent by mail through post/EMS/DHL/ or any reliable courier to the Human Resources and Administration Manager, P.O. Box 6396, Mbeya, or transmitted by email to:

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