The Procurement Assistant supports the Procurement Officer in the efficient procurement of goods and services within the institution.
Duties & Responsibilities
Procurement
Provide support in the entire procurement process which includes the preparation of tender documents, identification of potential suppliers and consultants including the evaluation of tenders and preparation of contracts.
Providing support in contract management activities including scanning, sending and receiving contracts, and contract amendments.
Assembling data from files and other records for preparation of quarterly reports.
Providing administrative and clerical support(copying, scanning, filling and archiving documents of financial nature and maintaining the procurement files in a structured and comprehensive manner
Proper record keeping for all procurements carried out.
Fixed Assets management
Assists in the management of the organization’s fixed assets including ensuring all items are tagged; updating the register and disposal of obsolete items.
Stores Management
Assists in management of stores, stores records and an inventory of office supplies and stationery.
Ensures that stock items are replenished in a timely manner.
VAT Management
All VAT applications for invoices received have been processed.
Follow up on the VAT exceptions.
Keep proper records on all VAT applications that have been sent and those that have been received.
Compliance
Supporting the procurement officer to ensure that project procurement and grant procedures are compliant and conducted according to the procurement policies and procedures and donor funded procurement guidelines.
Other duties and responsibilities as assigned by the supervisor.
Qualification and Experience
Bachelor’s degree in Business Administration or related discipline
Diploma/ Certificate in purchasing and supplies
At least 2 years relevant experience
Key Skills and Competencies
Attentive to detail
Demonstrates integrity and has the ability to maintain confidentiality
Good communication and interpersonal skills
Strong analytical skills
Ability to work under pressure and meet deadlines
Good team player
Proficiency in standard office computer applications and databases such as; MS Office Word, Excel, PowerPoint and Internet
Knowledge of computerized procurement systems will be an added advantage.
AERC offers a competitive remuneration and benefits package.
