Procurement Officer

The Institute of Health Programs and Systems (IHPS) is a South African non-profit company (NPC) born out of the PEPFAR CDC Track 1 transition of the ICAP, Columbia University, Multi-country AIDS Program (MCAP) in South Africa in 2010. The IHPS mission is “to strengthen health and development systems through program implementation and partnerships”, with a vision to achieve “optimal and sustainable health and development outcomes”. Currently, IHPS is a Global Fund (GF) Subrecipient (SR) under the Aurum Institute, tasked to implement the “Comprehensive HIV Prevention Programmes for Men who have Sex with Men (MSM) and Transgender People (TG) and their sexual partners across all five districts in Limpopo Province viz. Capricorn, Mopani, Sekhukhune, Vhembe and Waterberg from 01 December 2025 to 31 March 2028. As such, IHPS seeks to recruit the position outlined below, based in Johannesburg, Head Office.

Full Time
  • Contract Type: Fixed term contract
  • Start Date: January 2026
  • Remuneration: TBC
  • Level of Effort: 100%
  • Closing Date: 19 December 2025
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Overall Responsibility

The Procurement Officer will ensure that the required goods and services are procured in line with IHPS policies and funder regulations. The role supports activities by ensuring efficient, and compliant procurement process that maximise value for money and contribute to the achievement of the IHPS mission and vision.

Key Performance Areas: Procurement and Supply Chain Management
  • Develop annual procurement plan together with the Finance and Program Managers and in alignment with programmatic workplans and budgets.
  • Manage end-to-end procurement processes in line with IHPS and funder policies and guidelines incl. Public Financial Management Act (PFMA) and Global Fund (GF).
  • Draft tendering and solicitation documents (RFQs, RFPs) and conduct competitive bidding processes.
  • Evaluate technical and financial proposals, prepare reports and recommendations, and submit for approval.
  • Negotiate with suppliers to secure competitive pricing and favourable contract terms.
  • Provide guidance to program staff to ensure compliance with IHPS and GF procurement policies and guidelines.
  • Maintain accurate procurement records, registers, and audit trails.
  • Keep current contractual records and monitor supplier performance.
  • Develop and maintain positive relationships with suppliers, funder officials, and internal stakeholders.
  • Promote continuous improvement in procurement processes and tools.
  • Perform of other tasks as assigned by Senior Management
Administration and documentation
  • Maintain all required procurement registers in line with GF procurement guidelines
  • Review non-contracted purchases to identify opportunities for standardization, contracting and cost reduction.
  • Keep an updated and accurate preferred supplier database.
  • Review and assist in the development of technical specifications and terms of reference (ToRs) received from program staff, for compliance with PFMA and other funder regulations.
  • Prepare specifications, compare, and evaluate bids received and present recommendations to management.
Stakeholder Management
  • Develop and maintain a close working relationship with funder’s procurement officials to ensure that the organization receives proper guidance on procurement and complies with PFMA and other regulations.
  • Build and maintain relationships with other external stakeholders as applicable.
  • Establish and maintain good working relationships with all internal stakeholders
Qualifications and Experience  
  • A Bachelor’s Degree in Commerce, Finance, Business Administration or related field.
  • Chartered Institute of Procurement and Supply (CIPS) Qualification will be an added advantage.
  • Minimum 3-5 years’ procurement experience, ideally in the NGO and public sector
Required Knowledge and Skills
  • Demonstrated knowledge of GF procurement processes and compliance requirements is essential.
  • Strong understanding of PFMA and donor-funded procurement regulations.
  • Sound knowledge and experience in the management of supplier performance and dispute resolution
  • Ability to manage a high volume of work in a fast-paced environment with multiple priorities and deadlines.
  • Understanding and practical integration of risk management into SCM processes
  • Proficiency in Microsoft Office (Excel, Word, PowerPoint) and accounting/ERP systems (Sage Evolution) Valid Code 08 driver`s license, own vehicle preferred
Technical and Behavioural Competencies
  • Strong analytical, problem-solving, and decision-making skills High attention to detail and accuracy. Demonstrated integrity, ethical conduct, and commitment to transparent procurement.
  • Value for money analysis hands-on experience
  • Excellent verbal, written and interpersonal communication skills with ability to work as a team member.
  • Ability to work both independently and collaboratively with diverse teams.
  • Interact with diplomacy and tact and follow-up on requests in timely and efficient manner.
  • Ability to prioritise and manage multiple procurement processes in a fast-paced environment. Proven planning, organizing and adaptability.

Employer’s Rights

This position description may not list all the duties of the job. If an offer is made, you will be presented with a detailed job description. Applicants will be evaluated based upon their demonstrated ability to perform the tasks listed above, their education and work experience. The employer reserves the right to revise this posting at any time.

How to Apply

Qualified candidates should apply by e-mail only to HR@ihps-sa.org. Subject line should be the Position and District you are applying for, and a cover letter and resume or curriculum vitae (CV) should be attached. Submissions which do not follow the above instructions will not be considered.

Due to the extremely high volume of CVs expected, only those selected for interviews will be contacted. NO PHONE CALLS about these positions will be accepted.

Closing Date: 19 December 2025