Procurement Associate

Requirements

• Age: Maximum 40 years.

• Experience: 4–6 years of professional experience in Procurement, Supply Chain, Logistics, or Operations, preferably in NGO, INGO, or donor-funded projects.

• Proven experience in tender management, supplier selection, contract administration, and procurement compliance within donor-funded environments.

• Knowledge of UNICEF HACT, partnership procurement requirements, three-quote procedures, and no-splitting principles will be highly preferred.

• Experience in procuring learning materials, trade/technical equipment, laboratory supplies, EdTech devices, and office supplies will be an advantage.

• Experience supporting audits, HACT spot checks, and donor procurement reviews.

• Good understanding of Bangladesh’s VAT, tax, and NGO Affairs Bureau requirements related to procurement.

• Experience with UNICEF, UN agencies, INGOs, or donor-funded programmes will be highly preferred.

• Experience in the Cox’s Bazar Rohingya humanitarian response will be an added advantage.

Additional Requirements

• Strong understanding of procurement procedures, donor compliance, and value-for-money principles.

• Excellent negotiation, supplier management, and contract administration skills.

• Strong analytical, documentation, and reconciliation abilities.

• Familiarity with procurement tracking systems, e-procurement platforms, or ERP modules is an advantage.

• Proficiency in Microsoft Office, particularly MS Excel.

• Ability to work under pressure and manage multiple procurement activities simultaneously.

• High level of integrity, confidentiality, and professionalism.

• Strong commitment to child rights, inclusion, safeguarding, and gender equality.

• Must have a valid driving license.

Job Context

Eco-Social Development Organization (ESDO), established in 1988, is a people-centered development organization working to improve the lives of poor, marginalized, and vulnerable communities across Bangladesh. Its interventions currently cover 422 upazilas in 56 districts, reaching more than 10 million people.

Under a UNICEF-supported project in the Rohingya camps of Ukhia, Cox’s Bazar, ESDO will implement skills development and STEM education initiatives for adolescents and youth aged 15–18. The project will provide opportunities in foundational literacy and numeracy, trade skills, employability, leadership, entrepreneurship, STEM education, and portable skills through Multi-Purpose Centers, Science & IT Labs, and SKILFO-based interventions.

The Procurement Associate will plan, coordinate, and execute project procurement activities in compliance with UNICEF requirements, ESDO procurement policies, donor regulations, and approved project commitments. The role will ensure timely, transparent, cost-effective, and audit-compliant procurement of goods, services, works, learning materials, trade tools and consumables, laboratory equipment, EdTech devices, safeguarding materials, and office/facility supplies required for project implementation.

The position will work closely with the Skills Development Technical Lead, Warehouse Associate, Finance Associate, HR & Admin Associate, programme teams, and ESDO Head Office procurement focal to ensure procurement activities effectively support programme delivery across multiple camps, centers, and laboratories.

Reporting To: Skills Development Technical Lead.

Key Responsibilities

A. Procurement Planning & Timely Delivery

• Develop and regularly update project procurement plans in coordination with Admin, Finance, Technical Lead, and programme teams, aligned with budgets, activity schedules, and DCT cycles.

• Process procurement requests systematically and maintain an updated procurement tracking system for management visibility.

• Plan procurement activities in advance to ensure timely delivery of goods and services without disrupting training, laboratory sessions, or field activities.

• Support procurement forecasting, market research, and cost benchmarking.

B. Sourcing, Tendering & Vendor Management

• Conduct sourcing and tendering in compliance with ESDO procurement policy and UNICEF requirements, including applicable quotation, competition, and procurement thresholds.

• Prepare RFQs, RFPs, bid documents, comparative statements, and evaluation records with proper documentation.

• Coordinate quotation collection, bid opening, technical/financial evaluation, and transparent award processes while maintaining segregation of duties.

• Maintain and update the vetted supplier database and monitor vendor performance in terms of quality, delivery, and contractual compliance.

• Prepare purchase orders, contracts, and service agreements with clear specifications, delivery terms, safeguarding clauses, penalties, and payment conditions.

C. Coordination with Warehouse, Finance & Programme Teams

• Coordinate with the Warehouse team for goods receipt, inspection, quality verification, documentation, and handover before payment.

• Work with Finance on vendor documentation, payment processing, statutory deductions, and transaction reconciliation.

• Coordinate with technical and programme teams to ensure procurement specifications meet actual project and end-user requirements.

• Provide procurement updates and realistic sourcing and delivery timelines to support programme planning.

D. Compliance, Audit & Value for Money

• Ensure procurement complies with UNICEF financial guidelines, PCA requirements, HACT rules, ESDO policies, and approved partnership commitments.

• Apply value-for-money principles by balancing cost, quality, delivery timelines, and lifecycle considerations.

• Ensure compliance with applicable Government of Bangladesh requirements, including VAT, tax, and NGO Affairs Bureau regulations.

• Support internal/external audits, UNICEF spot checks, HACT assurance activities, and donor reviews by providing complete procurement records and explanations.

E. Safeguarding, PSEA & Ethical Practices

• Ensure vendors, subcontractors, and service providers comply with ESDO Code of Conduct, PSEA, Child Safeguarding, and anti-fraud requirements.

• Include appropriate SEA prevention, reporting, safeguarding, and corrective-action clauses in contracts and service agreements.

• Conduct required vendor screening and due diligence and escalate safeguarding, exclusion, sanctions, or conflict-of-interest concerns.

• Maintain strict confidentiality and ethical standards and immediately report suspected fraud, collusion, price manipulation, or other misconduct.

• Ensure no gifts, hospitality, favors, or personal benefits are accepted from suppliers or service providers.

• Uphold PSEA, Child Safeguarding, Accountability to Affected Populations (AAP), and anti-fraud principles throughout procurement activities.

F. Reporting & Records Management

• Maintain complete, secure, and well-organized physical and electronic procurement files from requisition through delivery and payment.

• Prepare monthly and quarterly procurement reports, vendor performance summaries, and inputs for project, donor, and HACT reporting.

• Reconcile procurement records with warehouse and financial records regularly.

G. Other Responsibilities

• Participate in procurement reviews, planning meetings, and coordination sessions as required.

• Contribute to improving procurement systems, processes, and efficiency.

• Perform other procurement-related duties assigned by the Admin and Finance Manager in the interest of the project.