Procurement Associate at AfriLabs

Job Role & Person- Specification

• AfriLabs is seeking to recruit an Operations Associate to join our team and support the day-to-day activities of our Operations department.
• He/she will be responsible for planning, and coordinating employee logistics, support operations to ensure the smooth running of the organisation’s processes.
• To be successful in this role, you should have strong analytical and numerical skills with the ability to pay attention to details. 

Procurement

• Ensure full compliance of procurement activities with AfriLabs rules and regulations, policies and strategies.
• Support procurement planning through collaboration with project personnel and Managers in the preparation of the procurement plan as assigned.
• Facilitate the development and implementation of a procurement management system in respect of planning, awarding, administering and monitoring of all matters related to procurement for the organization or a project.
• Introduce, maintain, and update the procurement monitoring system and provide feedback on purchase orders to the requesting office;
• Support requisition/procurement processes and sourcing strategies by defining with the requesting department the best way of providing goods, works and services, including procurement deadlines for each stage.
• Review requisitions for completeness and adequacy of technical specifications;
• Prepare proper and complete specification for equipment and materials, Terms Of Reference and Statement of Works for the preparation of RFP, RFQ and ITB, ensuring clearance/approval by respective departmental heads of the requests;
• Draft letters, memoranda, email, etc. and monitor the progress and liaison with vendors during the entire procurement cycle;
• Prepare strategic departmental goals for the procurement department and highlight monthly tasks while preparing reports on procurement matters;
• Ensure availability of all supporting documents for audit and review purposes while assisting the Finance department;
• Set-up/enhance and maintain a database of local/international suppliers according to country, ensuring regular update of the database.
• Prepare shortlists of suitable contractors/suppliers; maintain a vendor database and ensure effective use of the system to record the listing, updating, evaluation and monitoring of performance of service providers and vendors;
• Maintain a database and web site of procurement standards and tools, roster of best suppliers, contractors and service providers, activities and statistics and contract advertisement and awards to share and disseminate information on a regular basis;
• Contribute to knowledge networks and communities of practice;

Admin

• Assist with the audit process.
• Support the department in making all necessary logistics arrangements by working with local vendors, hotel staff, and others as necessary.
• Prepare meeting expenditure reports, with the relevant support documents, and submit them for review and approval.
• Review, and inventorize AfriLabs property and equipment, recording information such as the property’s description, asset numbers, and location.
• Support the execution of strategic projects of the organization.
• Assist with the setup of regional or liaison offices for the organization.
• Support office day-to-day operations across all regional or liaison offices.
• Procure supplies as necessary and track utilization.
• Prepare and draft the Organization’s policies and procedures.
• Support the Finance department in drawing up budgets.

Required Skills, Qualifications & Abilities: 

Experience

• A minimum of 2-3 years experience in a similar role.
• Excellent experience working in the development/Innovative sector.
• Knowledge of the African innovation, technology and entrepreneurship space will be an added advantage.

Qualifications

• A minimum qualification of the first degree in Law, Business Administration, Administration, Management, logistics or supply chain management.
• An MBA/Msc and professional certification will be an added advantage.

Skills

• Good knowledge in logistics management, planning and can manage time.
• Knowledge of office and administrative practices and principles.
• Communication skills. Knowledge of the English language is compulsory in speaking, writing and listening/understanding.
• Should be able to multitask, be flexible, be hardworking and teachable.
• Administrative skills with information communications technology commonly used in office applications such as Microsoft Office programs, Google drive. 
• Ability to handle sensitive and confidential matters and respond as required.
• Ability to draft and review contracts, MoU, and other documents is an added advantage.
• Strong interpersonal skills and the ability to work effectively with others at all levels;
• Strategic thinking, particularly with regard to systems approaches and operational efficiency;
• Strong analytical, organisational and coordination skills.
• Ability to work in a multidisciplinary and multicultural environment
• Ability to find ways of pre-empting and solving problems.
• Good decision-making skills.
• Willing to resume immediately