OVERALL RESPONSIBILITIES
The Procurement Assistant is responsible for accurate purchase order processing, either within the framework of established IQC’s or by utilizing tender or direct negotiation procedures. The PA assists in the enquiry stage by providing price, commodity and delivery time data, coordinating these issues with HQ. The PA liaise all necessary procurement actions with HQ and expedites on timely output, however can also take an active part in the process. The PA reports to the PMO all procurement related actions and will attend (regular) meetings.

SPECIFIC RESPONSIBILITIES
A- Initiate Procurement -

1. Initiate, liaise and follow up with the HQ on issues like enquiries, commodities, prices, conditions, and all other matters when necessary.
2. Initiate purchasing of local orders, in accordance with policies and approved internal controls.(Identify vendors and prepare cost analysis, recommendation, implement and set up new suppliers. Create FPR).
3. Contribute to the purchasing process of goods.( Creating and submitting RFPs (request for proposal; prepare neg. memos; follow PQ for ICOM acceptance; upload PQ into CRM)
4. Follow up with Purchase Order and Proof of Delivery.
5. Maintenance of record regarding to purchasing process.

6. Follow up with HQ regarding all documents relative to the procurement process.


B- Tracking Procurement until POD

1. Contribute, liaise and follow up with HQ on issues like RFP’s, IQC’s, FFP’s, PO’s, DO’s and all other documents belonging to this process.
2. Contribute, liaise and follow up with the HQ on MIS ( Orion/Resource Manager) issues.
3. Monitor the shipment status of each order and prepare regular reports on the shipping status of all commodities ordered.
4. Contribute to a comprehensive supplier database and transaction system supplier master data.
5. Verify status of goods.


C- Coordination of procurement activities with Head Quarter

1. Assist in clearing products from customs with the transit companies, local cargo companies and USAID shipping department, and delivering the commodities to SCMS central warehouse
2. Attend meetings as assigned
3. Contribute to the further refinement of optimizing the working processes
4. Comply with procurement policies and standard operating procedures
5. Assist the Forecasting and Procurement Specialist in his duties.
6. Follow up with the vendor to ensure delivery of good.
7. Perform any other duties as required.

Qualifications

 Bachelor Degree in Business Administration, Accounting or Finance
 Three years professional experience in procurement of equipment and consumables essential
 Strong initiative and self-motivation required, with a commitment to teamwork
 Sound judgment, ability to identify and resolve policy and operational constraints
 Proficiency in common computer packages (e.g. Word, Excel) relevant to the work and eagerness and ability to learn SCMS supply planning software and web based tools
 Experience with USAID regulations that govern procurement preferred
 Strong representational and interpersonal skills
 Excellent written and verbal communication in French & English