General Objectives
Under the direct supervision of the Procurement Officer, the Procurement Assistant is responsible to process purchasing file and transactions for equipment, materials, supplies, capital goods, and services. S/he is also supporting the Procurement officer in all the reporting regarding procurement tools.
Responsibilities and Tasks
Procurement:
In collaboration with Procurement officer, streamline the procurement& delivery process
Receive procurement requests/purchase orders, clarify request when necessary and complete purchase order
Negotiating prices with suppliers and subcontractors
Assist in organizing the procurement process
Ensure that the project codes and budget lines are accurate
Seek products that offer good value for money and negotiate the best prices
Follow-up on order processing to ensure timely deliveries are done
Assist the Procurement Officer to control the quality/quantity for all supplies ordered and delivered
Ensure good relationships are established with local suppliers
Respect PUI procedures in all procurement activities
Facilitate proper paper trail and filing of all procurement documents
Facilitate proper tracking of all supplies received and ensure related documents (delivery notes, waybills) are properly filed and copies forwarded to the Procurement Officer
Support the Procurement officer in attendingall the procurement committee meetings when s/he is unavailable or when mandated by the management
Update the weekly procurement tracker follow-up and submit to Procurement officer
Update the price list on monthly base and submit to Procurement officer
Ensure the archiving of procurement files and contracts are in compliance with PUI procedures
Prepare procurement report as requested by the Procurement Officer
Storage and transportation:
Support the Procurement Officer in the organization of a safe delivery of goods
Liaise with the logistics assistant to ensure space is ready to welcome goods
Liaise with the Logistics officer regarding store maintenance and set up
Support the Procurement Officer for tasks related to the transport of goods, equipment, materials and other supplies to a second location
Internal reporting:
Serve as the focal point to the logistics department when it comes to issues relating to purchase invoice
Report any issues or challenging to his/her line manager
Report on any identified improvement on the procurement tools to his/her line manager
Archiving:
Assist in archiving all the hard copies linked to procurement at the base level
Prepare and file necessary documents from other departments regarding procurement process
Tasks:
The tasks and responsibilities defined in this job description are non-exhaustive and can evolve depending on the project’s needs.
The employee could be requested to perform other tasks as his/her line manager may judge necessary.
Requirements
Mandatory requirements
Language skills: Fluent in Hausa and English (Kanuri is a plus)
Education degree: National Higher Diploma, or any University Degree in a related field
Work experience: Minimum 1 year experience in a logistics department
Computer skills: Good knowledge of the MS office software including Word, Outlook and Excel.
Technical skills: Previous experience in supply chain management assets
Interests: Commitment to the NGO values and principles
Priorities of Department
Increase efficiency in the supply management, AND ensure the continuity of the quality control
Improve support to program
Increase effectiveness
Improve relationship with the programs team AND SUPPLIERS
Verification of BASE Purchase files to prepare for audits
Transversal skills:
Good negotiation and communication skills
Conflict resolution and diplomacy experience
Reliable, rigorous and well-organized
Ability to be multi-tasking and willing to extend his/her scope of work
Good management of time and of priorities
Able to take initiative to deal with difficulties encountered in daily work
Team spirit and problem solving skills
Autonomous, neutral, hard worker
Flexibility and adaptability skills
Able to manage stress and pressure
Honesty and integrity
Sense of confidentiality
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