Procurement Assistant at ACTED Nigeria

About the Job

• The Procurement Assistant works under the direct supervision of the Log Officer. He is responsible for procurement in Maiduguri office (scenario A, B and C) and give support for the scenario D and E processes.

Main Duties and Responsibilities
The procurement assistant (Purchaser) is in charge of procurements for ACTED in Maiduguri and his key responsibilities listed but not limited below:

• To receive Order form – cross check the items and ensure the OF filled with clear descriptions, delivery timeline, delivery location as well as the budget has validated by Finance;
• To conduct all procurements under Scenario A to C of Logistic Manual;
• To ensure to respect ACTED procurement procedures for each purchase
• To find and Prepare the list of successful suppliers in both Capital Office and Area offices;
• To ensure fair and transparent selection of suppliers in each procurement;
• To support CLM and Logistic officer on Tender process, filling and arrangement of documents after signatures;
• To prepare procurement memo, contracts, purchase orders based on fair and transparent negotiation with suppliers/contractors;
• To follow with Finance and Logistic officer on weekly basis (each Thursday) for CFU updating and ensure all procurement contracts under scenario (C, D and E) are registered and recorded;
• Follow up with HR and Guesthouse Focal person for any ad hoc purchases or services required for ACTED premises;
• To ensure all procurement has been followed by delivery follow up (waybills, reception vouchers and packing list).
• To follow and ensure that the signed waybill, reception vouchers and packing list are collected after each delivery IMMEDIATELY.
• To attach and file each delivery forms (waybill, reception voucher and packing list) with each relevant purchase documents in designated folder.
• To ensure the quantity in the waybill(s) corresponds with the purchase documents and Order Form (OF)
• Communicate and provide the purchase delivery documents with Finance for supplier’s payments;
• To create and update regularly the procurement folders for each ongoing programs based on purchase scenarios
• To create and or update the Order form follow up folders (open order form to be placed in this folder)
• To update the procurement folders regularly and ensure that all procurement documents are collected with high attention on transparency and ACTED FLAT guidelines
• To provide all scenario “C” purchase documents original copies to (Finance Officer) as FLAT focal point immediately after signing the contract with selected supplier(s)
• To provide delivery documents for Scenario “C” (delivery follow ups, waybills, reception vouchers or packing list) for each delivered contract to FLAT focal point immediately after delivery completion;
• Any other occasionally task required for the implementation of ACTED’s programs.

About You

• All employees should master ACTED's core Principles: Independence, Neutrality, Non-discrimination, free and direct access to victims, Ethics, Professionalism, anti-Corruption, Transparency and Accountability

Essential Qualifications and Experience

• Good use of Microsoft Office.
• An understanding of humanitarian/civil society issues in the country and the region.
• 1-2 years working experience, in the field of Fleet Management/Logistics/Procurement is required
• University Degree or Advanced Training/Course in Business Administration, Sociology, Social Work, International Affairs, Humanitarian or related field
• Fluency in written and spoken English. Fluency in local spoken languages.

Desired Knowledge and Skills:

• Extensive knowledge of Nigerian displacement context.
• Highly flexible, with the ability to use initiative.
• Ability to work in a multi-cultural environment.
• Commitment to humanitarian principles and values.
• Commitment to promoting gender equality.

We Offer

• Contract length: 6 Months
• Level: D2-1 (national contract)
• Start Date: As soon as possible