Procurement Assistant

Overall Objectives


Reporting directly to the Logistics Officer, the Procurement Assistant is tasked with managing the purchasing process and transactions for equipment, materials, supplies, capital goods, and services.
Additionally, this role supports the logistics officer in all reports pertaining to procurement tools.


Key Duties

Procurement:


Collaborate with Procurement officer to enhance the procurement & delivery process
Accept procurement requests/purchase orders, seek clarification when necessary and finalize purchase orders
Engage in price negotiations with suppliers and subcontractors
Contribute to the organization of the procurement process
Verify the accuracy of project codes and budget lines
Identify products offering value for money and negotiate optimal prices
Monitor order processing to ensure timely deliveries
Assist the Procurement Officer in quality/quantity control for all ordered and delivered supplies
Cultivate positive relationships with local suppliers
Adhere to PUI procedures in all procurement activities
Ensure proper documentation and filing of all procurement records
Facilitate accurate tracking of all received supplies and ensure related documents (delivery notes, waybills) are properly filed with copies forwarded to the Procurement Officer
Assist the Procurement officer in attending all procurement committee meetings when s/he is unavailable or as directed by management
Update and submit the weekly procurement tracker to Procurement officer
Revise the price list monthly and submit to Procurement officer
Ensure procurement files and contracts are archived in compliance with PUI procedures
Prepare procurement reports as requested by the Procurement Officer.


Storage and transportation:


Assist the Procurement Officer in arranging safe delivery of goods
Coordinate with the logistics assistant to ensure space is prepared for incoming goods
Liaise with the Logistics officer regarding store maintenance and setup
Support the Procurement Officer in tasks related to transporting goods, equipment, materials and other supplies to secondary locations.


Internal reporting:


Act as the primary contact for the logistics department regarding purchase invoice issues
Report any challenges or issues to the line manager
Communicate any identified improvements for procurement tools to the line manager.


Archiving:


Support the archiving of all hard copy procurement documents at the base level
Prepare and file necessary documents from other departments related to the procurement process
The responsibilities outlined in this job description are not exhaustive and may evolve based on project needs.
The employee may be asked to perform other tasks as deemed necessary by their line manager.


Department Priorities


Enhance efficiency in supply management while maintaining quality control standards
Improve program support
Increase overall effectiveness
Enhance relationships with the programs team AND SUPPLIERS
Verify BASE Purchase files in preparation for audits.


Requirements

Essential requirements:


Language proficiency: Fluent in Hausa and English (Kanuri is an advantage)
Educational background: National Higher Diploma, or any University Degree in a relevant field
Professional experience: Minimum 1 year experience in a logistics department
Computer proficiency: Solid knowledge of MS office software including Word, Outlook and Excel.
Technical expertise: Previous experience in supply chain management.


Desirable qualities:


Interests: Dedication to NGO values and principles
Transferable skills:
Strong negotiation and communication abilities
Experience in conflict resolution and diplomacy
Dependable, meticulous, and well-organized
Capacity for multitasking and willingness to expand scope of work
Effective time and priority management
Ability to take initiative in addressing daily work challenges
Team-oriented with problem-solving skills
Self-reliant, impartial, and diligent
Adaptable and flexible
Capable of managing stress and pressure
Honest and trustworthy
Respect for confidentiality.



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