Procurement Officer

Role Overview

• Assist Project Leads in preparing and formatting RFP documents using approved templates.
• Ensure RFPs are circulated internally for feedback and approvals before issuance.
• Coordinate with the Strategic Partnerships & Communications team to apply branding and marking guidelines.
• Support the setup of RFPs on the Giving Data system, including uploading documents, applicant details, and submission links.
• Develop and manage the annual organisational procurement plan, aligned with project specific plans and timelines.
• Lead RFQ, RFP, and tender processes for ACF and Fiscal Hosting partners.
• Support Project Leads to select the most appropriate Procurement method in alignment with ACF Policy.
• Reviewing ToRs and RFPs for policy, SOP and branding alignment.
• Manage the setup of RFPs on the Giving Data Grant Management system.
• Advertising bids and managing bidder inquiries.
• Consolidating and screening all submissions.
• Creating custom evaluation score sheets with the Bid Evaluation Committee.
• Coordinating and chairing evaluation panel meetings.
• Preparing pricing analyses and bid evaluation reports.
• Communicating outcomes to bidders.
• Maintaining accurate and complete procurement records.
• Ensure adherence to ACF Conflict of Interest Policy.
• Support due diligence processes and prepare contract information for legal review.
• Oversee preparation and review of procurement documents and purchase orders.
• Ensure all procurement activities comply with ACF and donor policies.
• Ensure all procurements remain within approved budgets.
• Identify and recommend cost saving opportunities.
• Ensure adherence to procurement policies, legal requirements, and donor frameworks.
• Support internal and external procurement audits.
• Facilitate the formation and functioning of the Bid Evaluation Committee (BEC).
• Ensure eligibility screening, technical and financial evaluation, and due diligence reviews are conducted in line with SOP criteria.
• Consolidate scoring sheets, evaluation notes, and recommendations for Bid Selection Meetings.
• Maintain accurate and audit ready documentation.
• Build and maintain strong relationships with internal teams, suppliers, and external partners.
• Serve as a central point of contact for applicant queries, ensuring transparent and documented communication.
• Coordinate briefing sessions and publish FAQs or addenda to clarify requirements.
• Maintain ethical conduct by adhering to the RFP Code of Conduct.
• Supervise the Procurement Administrator that assists the Grants Team in preparing draft agreements, support the coordinating of inputs from Project Leads and Monitoring & Evaluation staff.
• Oversee the tracking of reporting deadlines and send reminders to grantees/consultants using approved templates.
• Oversee the close-out processes by compiling final reports and drafting close-out letters for review.

Requirements

• Bachelor’s degree in Procurement, Supply Chain, or related field.
• Chartered Institute of Procurement and Supply (CIPS) level 5 and up (advantageous).
• 5 years’ experience in procurement , including supervisory responsibilities.
• Knowledge of Public Finance Management Act (PFMA) and African Development Bank (AfDB) procurement processes (advantageous).
• Experience with medium to large procurement processes.
• Proficiency in digital procurement systems and solutions (e.g. SAP, Oracle)
• Strong understanding of procurement policies, procedures, and delegation of authority.
• Demonstrated ability to evaluate supplier submissions and prepare procurement recommendations.
• Excellent writing, communication, and reporting skills.
• Strong problem-solving skills and ability to work independently.
• High levels of professionalism, integrity, and attention to detail.
• Ability to prioritise work and meet deadlines.
• Strong governance and compliance orientation.
• Results driven and cost conscious.
• Confident stakeholder engagement and influencing skills.
• Resilient and able to work under pressure.
• Innovative, analytical, and solutions focused.
• Strong decision-making and negotiation capabilities.

Tech Stack

• Oracle

Benefits

• Remote working will be considered for candidates based in Nigeria, Senegal, Kenya and South Africa