Plan International is looking for Procurement Assistant
DIMENSIONS OF THE ROLE
Procurement management in the scope of this role includes:
- Focal point or procurement Systems application, compliance and strengthening
- Capacity building on logistics areas (tools, procedures, systems, .)
- Ensure that the KPI’s for procurement are measured and improvement actions and plan are followed to align to the standards
- Support and report to the Procurement Coordinator in minimizing financial and compliance risks throughout the Procurement processes
- The role covers the areas of procurement at a Country Office level, Cross-functional engagement with other functions is critical for this functions to ensure alignment of processes country-wide.
- Stakeholder Engagement – Internally, the postholder will engage across functional and geographical boundaries within the region (Programme and Project staff, Finance, Risk and Compliance, Programme Unit managers…). Externally there will be engagement within and outside the sector, including INGOs, UN agencies, partners and suppliers.
ACCOUNTABILITIES
Maintain high standard of all Logistics processes and activities
- Process the purchase and supply of goods and materials for the Country Office and the UNHCR Programme as per the Supply Chain Operation Manual (SCOM), local procedures and policies to ensure value for money is obtained at all times,
- Process with the preparation and processing – of bidding documents for public tender offers to ensure a fair and transparent process for securing the services of consultants and contractors,
- Process with the preparation, update and maintenance of contracts to keep and track all contracts without any reports on program disruptions due to maladministration of contracts,
- Produce and maintain an up-to date supplier database and price list for easy access to the required information that would ensure prompt procurement goods and materials for program activities,
- Ensure that all the procurement activities are capture in SAP,
- Monitor and follow-up the hotel accommodation for staffs and seminars booking
- Monitor and follow-up the, purchase of air flight tickets UNHAS, other National and international flights.
- Contribute for the Preparation, update and follow-up of the procurement Plan (monthly/quarterly);
- Keep the Procurement Coordinator informed of any initiative or difficulties related to the office for attention/redress for the provision of the required support services for program implementation, and submit all document to his approval,
- Perform any other duties that may be assigned from time to time to support the attainment of organizational goals.
- Contributes to the planning and monitoring of supplier payments in conjunction with the Procurement Office
- contributes to the development of the cash flow forecast for the purchases processed
- She/he is authorized to take professional cash advances and justify all expenses in accordance with the organization’s procedure
Leadership
- Accountable for all related procurment
- Accountable for national Procurement performances, providing strategic direction and supports to operation’s and program’s staff.
- Leading on driving Procurement change initiatives through the global/country supply chain excellence in line with operations manual.
- Proactively engage with cross-functional Teams to ensure that staff have a good knowledge on Procurement procedures tools, policies and principles.
Capacity Development and Stewardship:
- Develop strong integrated working relationships with user departments to support the early identification of supports or any action needs
- Provide analysis, benchmarks and recommendations for determining effective resource utilization
- Lead and implement continuous improvement as a standard way of operating within the Country ®ionals offices
TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE
Essential
- University Degree or Two years University Certificate in Logistic / Accountancy/ Administration Management/ law or an equivalent university degree in a relevant field
- Minimum two years’ experience in Supply Chain
- Proven Computer skills-
- Ability to use general office equipment such photocopiers, printers etc
- Experience working with an international NGO would be an advantage
- Good communication and IT skills
- Good inter-personal skills
- Good client/customer relations
- Good writing and reporting skills
- Good negotiation skills
- Strong team player
- High level of discretion
Desirable
- Experiences in logistics in emergency programming both in self implementation and implementation trough partners.
- Planning and organizing abilities
- Timeliness and proactive in the discharge of duties
- Ability to inter-face with staff visitors and partners at all levels
- Communicates in a manner that inspires confidence and professionalism
- High sense of judgment and responsibility
- High safety awareness level of area of operation
- Good team player
- Experience of working in SAP based systems and environment is an asset
HOW TO APPLY?
