Procurement Assistant
Responsibilities
Under the overall supervision of the Chief, Procurement Section,
the incumbent will perform the following duties:
Provides
procurement, logistical, and administrative support to a team of Procurement
Officers in the acquisition of a wide variety of goods and services.
Reviews,
records, and prioritizes purchasing requests and obtains additional
information/documentation as required; determines the availability of vendors
and funding sources.
Monitors
status of existing requisitions, maintains contact with suppliers to ensure
timely delivery of goods and services, coordinates shipment of
goods/commodities/equipment to HQ and field missions, verifies receipt and
inspection of deliverables, and accurately reports, as and if required.
Produces
tender documents (e.g., Invitations to Bids, Requests for Proposals, and
Requests for Quotation) based on the nature of requirements and the cost of
procurement involved.
Prepares abstracts of offers and compiles data contained in quotations, proposals, and bids to determine which supplier can deliver the required goods/services at the best terms and lowest costs possible under the guidance of Procurement Officers.
Finalizes
purchase orders and contracts for approval by the Procurement Officer; may
authorize purchases in line with delegated signature authority, and, if
required, prepares submission to the Contracts Committee for review and
subsequent approval by the authorized official.
Assists
relevant officers in more complex, higher value purchasing operations;
coordinates distribution of pertinent documents to concerned parties, ensures
appropriate follow-up action, etc.
Maintains
relevant internal databases and files; keeps track of any contractual
agreements, systems contracts, etc., and informs affected users of contractual
rights and obligations.
Researches,
retrieves, and presents information from a variety of internal and external
sources on sources of supply, vendors by commodity, etc., as well as obtain
specifications for new products and equipment on the market.
Drafts
routine correspondence.
Assists
with the collection and analysis of data as well as preparation of data
presentations and reports for information sharing, responding to queries,
knowledge management, planning, and decision making.
Assists
with visualizations and updating information material such as web pages or
brochures.
Performs other related duties as
assigned.
Job – Specific Qualification
Education
Completion
of secondary education/ high school diploma is required.
Supplementary
courses or additional training in procurement functions is highly desirable.
Work Experience
A
minimum of five (5) years of progressively responsible experience in
procurement or related areas is required. The minimum years of relevant
experience is reduced by two years for candidates who possess a first level
University degree.
Experience
working with a Systems, Application, and Products (SAP) system or an Enterprise
Resource Planning (ERP) system is desirable.
One
(1) year or more of experience in data analytics or related areas is desirable.