Procurement Specialist

• Develop, maintain, and implement a procurement plan for ACES.
• Collaborate with ACES team to identify procurement needs and ensure timely and efficient procurement.
• Provide technical advice and support to ACES staff on procurement processes and requirements.
• Ensure that procurement activities are aligned with timelines and budgets.
• Prepare and issue tender documents in line with ACES and donor procurement rules.
• Manage the tendering process, including advertising, issuing, receiving, and evaluating bids.
• Lead the evaluation committee and assist in the selection of suppliers and contractors.
• Negotiate contract terms, pricing, and conditions with selected vendors.
• Receive requisitions from the users, prepare and issue purchase orders, and contract the selected vendors.
• Maintain and update a database of approved suppliers and contractors.
• Build and maintain strong relationships with suppliers and contractors.
• Conduct regular performance evaluations of suppliers and service providers to ensure they meet quality, cost, and delivery expectations and comply with contract terms and performance standards.
• Ensure compliance with ACES and donor procurement policies, procedures, SoPs, and legal/regulatory requirements.
• Maintain accurate and up-to-date procurement records, including contracts, tenders, quotations, and purchase orders.
• Prepare regular (monthly and as required) procurement reports for management and donor audits.
• Monitor and control procurement budgets, ensuring cost-effective purchasing decisions
• Prepare procurement reports, tracking and analyzing procurement expenditures against budgeted amount.
• Identify procurement risks and propose mitigation strategies.
• Conduct due diligence checks on vendors to ensure they meet required standards.
• Conduct workshops and capacity-building activities for staff and partners involved in procurement.
• Manage complex and bespoke procurement requirements of novel technologies, complex, bespoke systems, and scientific and research equipment. This will, at times, require the employee to understand and protect IP through the procurement process.
• Source and manage procurement from international supply-chains.
• Any other duties that may be assigned by the line manager.

Minimum Qualifications

• Bachelor’s degree in Procurement, Supply Chain Management, Business Administration, Logistics, or a related field, or equivalent relevant experience.
• At least 3–5 years of proven experience in procurement, preferably in NGOs, education institutions, development projects, or donor-funded programs.
• Demonstrated experience managing tenders, bid evaluations, and contract negotiations.
• Strong understanding of procurement policies, donor regulations, and compliance standards.
• Experience with international procurement and handling complex or technical purchases (equipment or bespoke systems, etc).
• Proficiency in Microsoft Office and procurement tracking tools/systems.
• Strong understanding of local and international supply chains, market analysis, and vendor due diligence.
• Professional certifications, such as CIPS, are an added advantage

 

Skills/Experience

• Strong negotiation and contract management skills.
• Excellent planning, coordination, and time-management abilities.
• High level of integrity, professionalism, and accountability.
• Strong analytical and problem-solving skills.
• Ability to manage multiple tasks, prioritise work, and work under tight deadlines.
• Excellent communication and interpersonal skills, with the ability to engage effectively with suppliers, partners, and internal teams.
• Detail-oriented with strong record-keeping and documentation skills. 
• Ability to interpret and apply procurement rules, procedures, and compliance frameworks.
• Demonstrated ability to conduct supplier performance assessments and manage strategic vendor relationships.
• Ability to identify procurement risks and develop mitigation strategies.
• Capacity to conduct training and capacity-building for staff involved in procurement.
• Ability to work independently with minimal supervision while also being a strong team player.