Procurement Administrator

JOB RESPONSIBILITY AND REQUIREMENTS

POSITION TITLE: Procurement Administrator

CATEGORY: P

WORK TYPE: Full Time

DEPARTMENT: Operations and Support Functions

REPORTS TO: Operations and Support Functions Coordinator

PLACE OF WORK: Istanbul, Türkiye

CONTRACT DURATION: Fixed term

ABOUT TIF

The Turkic Investment Fund (TIF / the Fund) aims to become a catalyst for socio-economic development and integration across Turkic countries and a flagship institution advancing sustainability, intra-regional trade, and connectivity via investments across various sectors with a focus on debt financing, equity investments, and other structured/hybrid financial instruments.

JOB DESCRIPTION AND OBLIGATIONS SUMMARY

The Procurement Administrator (PA) is the official of the Fund responsible for overseeing all internal purchase activities of TIF for Goods, Services, Works and Consultancy. The role ensures that every purchase is conducted in a transparent, accountable, efficient, fair and ethical manner and delivers optimal Value for Money for the Fund, in line with international purchasing best practices and TIF’s lean operating model.

The PA acts as the central point of the internal procurement cycle, from procurement planning through solicitation, evaluation and the Procurement Decision, award of contract, to supplier notification, contract management, records management and reporting.

MAIN DUTIES AND RESPONSIBILITIES:

• Procurement planning: Lead the Fund’s annual procurement planning in line with the budget cycle and in coordination with the finance function, consolidating departmental needs (annual purchase forecasts submitted by requesting departments) into a Fund-wide procurement plan, and advise departments on sourcing strategy, procurement methods and timelines.
• End-to-end procurement management: Manage the full procurement cycle for goods, services, works and consultancy, ensuring that requirements are properly defined, specifications and scopes of work prepared by requesting departments are reviewed for clarity, completeness and non-discrimination, budgetary controls are respected and the appropriate procurement method is applied.
• Tendering and evaluation: Prepare and issue solicitation documents, run selective and open tenders, and coordinate the evaluation of offers on a value-for-money basis, taking environmental, social and governance (ESG) considerations into account. Act as a member of the Tender Evaluation Panel, safeguarding the fairness, integrity and proper documentation of the evaluation process. Issue notifications to successful and unsuccessful bidders and route supplier complaints for resolution.
• Procurement decisions and approvals: Prepare well-founded procurement recommendations and decisions, exercise delegated approval authority within established thresholds, and document exception-based procurements with robust justification for approval.
• Contract and supplier management: Coordinate the legal review of contracts and purchase agreements, ensure that contracts are formalized in written agreements, and monitor contract performance jointly with requesting departments, escalating supplier issues where needed.
• Contract administration and supplier performance: Coordinate with requesting departments and Legal to monitor contractual milestones and supplier performance, manage contract renewals and amendments in accordance with applicable approval requirements, and ensure proper documentation and timely contract closure.
• Governance, compliance and risk: Ensure that procurement activities comply with the Fund’s policies, internal controls, third-party due diligence requirements and ethical standards; identify procurement risks and propose mitigation measures, keeping senior management informed; provide guidance to staff on procurement rules; disclose any conflict of interest and promptly report any attempted bribery or inducement; and maintain segregation of duties within the procurement process.
• Policy development and process improvement: Develop and maintain the Fund’s procurement procedures, templates and tools, and drive continuous improvement and digitalization of the procurement function in line with the practice of leading international financial institutions.
• Records, reporting and audit: Maintain complete procurement records, prepare management reporting and procurement analytics, and support internal and external audits and the Fund’s transparency disclosures on contracts awarded, while protecting commercially sensitive bid information.

EDUCATION AND PROFESSIONAL QUALIFICATIONS:

• Bachelor’s degree in Business Administration, Supply Chain Management, Economics, Finance, Law or a related field. A Master’s degree is an asset.
• A recognized professional procurement qualification or certified procurement training from a Multilateral Development Bank or international organization is an asset.

EXPERIENCE:

• Minimum of 5 years of professional experience in procurement or purchasing, preferably including at least 1 year within an International Financial Institution, Multilateral Development Bank, international organization or financial institution operating to international standards.
• Proven hands-on experience in running the full procurement cycle, including RFQs, RFPs, selective and open tendering, two-envelope evaluations and the work of evaluation committees.
• Experience in contract administration, supplier performance management and procurement record-keeping.

SKILLS AND COMPETENCIES:

• Thorough knowledge of procurement principles, methods and Value for Money evaluation (including quality- and cost-based selection), and of international procurement best practice and sustainable procurement criteria.
• Strong analytical and numerical skills, including the preparation of comparative analyses, scoring matrices and cost estimates.
• Excellent drafting skills in English for solicitation documents, procurement decisions, minutes and reports.
• Sound understanding of commercial contract terms, third-party due diligence and KYC requirements.
• High attention to detail and strong document and record management discipline.
• Ability to manage multiple procurements in parallel, prioritize and work to deadlines.
• Strong stakeholder management skills and the ability to uphold procedural requirements diplomatically in interactions with internal departments and suppliers.
• Advanced proficiency in MS Office, in particular Excel; familiarity with e-procurement or ERP systems is an asset.

ADDITIONAL CONSIDERATIONS:

• Multilingual Capabilities: Fluency in English is a must; knowledge of Turkish is a strong asset; knowledge of other Turkic languages is an asset.
• Unquestionable integrity, impartiality and respect for confidentiality.
• Proactive, solution-oriented and service-minded approach.
• Culturally sensitive and capable of working in a diverse, multinational environment.