Dhaka Ahsania Mission (DAM) is an NGO with Consultative Status with UN ECOSOC and UNESCO. lt works for social and spiritual development of the human community. Founded with the motto of 'Divine and Humanitarian Service', over last 67 years DAM has been serving the human community for improved living conditions enhancing people's capacities to maximally utilize their inner potentials. DAM's current diversified works encompass multi-dimensional field programs and self-governing institutions in education, health and economic development sectors in Bangladesh. Now, Dhaka Ahsania Mission (DAM) is looking for skills, experience and trustworthy Procurement Officer.
Location: Dhaka Asnania Mission, Head Office (House#19, Road#12, New, Dhanmondi Residential Area Dhaka-1209).
Responsibilities:
Procurement Planning & Demand Management
- Assist in preparing annual and monthly procurement plans based on departmental and project 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 programme and operational teams in developing and finalising 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 DAM 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 actioning improvement recommendations.
- Escalate and track procurement risks, conflicts of interest, or policy deviations for resolution
