Procurement Officer

Job Context

DAM Foundation for Economic Development (DFED) (an institution of Dhaka Ahsania Mission, MRA license-00109-02243-00747) is working to enhance the socio-economic condition of poor people for creating their employment opportunities, raising income and increasing their asset and financial resources. DFED is currently looking for skills, competent, trustworthy and experienced Procurement Officer for Admin & HR Department. The position will be responsible for the overall procurement & purchases of DFED.

Job Location: Head Office, Adabar- Dhaka.

Job Responsibilities

Procurement Planning & Demand Management:

• Assist in preparing annual and monthly procurement plans based on organizational needs.

• Review and verify purchase requisitions received from different departments against approved budgets and the Scheme of Delegation.

• Conduct market surveys to ensure competitive pricing and quality standards.

Sourcing, Tendering & Quotation Process:

• Prepare and issue Requests for Quotation (RFQs), Requests for Proposal (RFPs), or Tenders in accordance with procurement policy and thresholds.

• Support program and operational teams in developing and finalizing specifications, Terms of Reference (ToRs), and Scopes of Work (SoWs) suitable for inclusion in RFQs or tender documents.

• Collect and compile quotations from approved vendors in a timely manner, undertaking initial compliance checks.

• Prepare Comparative/Competitive Bid Analyses (CBAs) and Evaluation Summaries for Procurement Committee review.

• Ensure transparency, fairness, and value for money throughout the sourcing process.

• Monitor procurement lead times and escalate delays or risks in line with agreed protocols.

Contract & Purchase Order Management:

• Draft, issue, and manage contracts, framework agreements, and purchase orders using approved templates.

• Follow up on delivery schedules with suppliers and coordinate with stores and technical teams to confirm materials are received in the right quantity and quality.

• Maintain and update contract/PO trackers, ensuring accurate recording of values, durations, amendments, and approvals.

• Monitor contract and PO expiry dates, proactively notifying stakeholders of renewal, extension, or re-tendering needs.

• Draft contract variations and amendments, ensuring proper justification, approvals and documentation prior to signature.

• Support invoice verification and payment processing in coordination with the Finance team.

Vendor Management & Compliance:

• Identify, evaluate, and register new suppliers in line with DFED policy.

• Maintain and update the supplier database with relevant information.

• Undertake supplier due diligence and vetting checks, escalating supplier performance, ethical, or compliance concerns.

• Monitor supplier performance on quality, delivery, and compliance, and maintain professional working relationships with reliable vendors.

Documentation, Audit & Reporting:

• Maintain complete, organized procurement and contract files (RFQs, POs, invoices, delivery challans, evaluation reports, etc.) with clear audit trails, in line with document retention requirements.

• Prepare regular procurement and contract status reports for management in line with agreed timeframes.

• Support internal and external audits by providing all required procurement documentation and auctioning improvement recommendations.

• Escalate and track procurement risks, conflicts of interest, or policy deviations for resolution.

Employment Status

Full-time (Regular)

Probation period 6 (six) months