Procurement Support 40%
Coordinate with internal stakeholders to determine procurement needs and specifications.
Prepare and issue procurement requests, including Request for Quotations, Request for Proposals, quotation analysis for procurement committee and preparing purchase orders.
Monitor and track procurement activities, including delivery schedules and payment terms and coordinate with suppliers to ensure timely delivery of goods and services.
Prepare all relevant procurement documents for payments and ensure timely processing of invoices and payments.
Manage supplier relationships, which include conducting supplier performance evaluations and addressing any issues or concerns and maintaining an up to date supplier list.
Administration Support 25%
Provide administrative support to the Finance and Administration department.
Coordinate travel arrangements and logistics for staff members.
Assist in organizing meetings, workshops and events.
Coordinate logistics for program activities, including transportation, accommodation and venue arrangements.
Ensure compliance with relevant policies related to logistics and travel.
Reporting and Documentation 25%
Tracking all open LPOs and share the status of the LPOs on a monthly basis.
Maintain accurate procurement records and documentation, including contracts, purchase orders, and supplier information.
Track all supplier procurement contracts and ensure timely renewal or re-award
Ensure that all the records and documentation are properly archived.
Maintain proper filing and documentation systems and support audits and reviews of procurement processes and documentation.
Support audits and reviews of procurement processes and documentation.
Compliance & Safeguarding 15%
Ensure all VE accounting policies are stringently followed and educating staff on these policies as required.
Promptly report any observed fraud, conflict of interest or safeguarding matters to the appropriate channels.
Responsibilities
Negotiate with external vendors to secure advantageous terms
Approve the ordering of necessary goods and services
Finalize purchase details of orders and deliveries
Examine and test existing contracts
Track and report key functional metrics to reduce expenses and improve effectiveness
Collaborate with key persons to ensure clarity of the specifications and expectations of the company
Foresee alterations in the comparative negotiating ability of suppliers and clients
Expect unfavorable events through analysis of data and prepare control strategies
Perform risk management for supply contracts and agreements
Control spend and build a culture of long-term saving on procurement costs
Qualifications and Skills:
Bachelor’s degree in Business Administration, Supply Chain Management, or related field).
Proven experience of at least 5 years in procurement and supply chain management, preferably in the NGO or humanitarian sector.
Strong organizational and coordination skills.
Excellent attention to detail and ability to multitask.
Proficient in using MS Office applications (Word, Excel, PowerPoint).
Good communication and interpersonal skills.
Knowledge of procurement processes and best practices.
Ability to work effectively in a team and independently.
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