Contract Procurement Assistant at Helen Keller International

Reports                                             Procurement/Logistic Officer 

Scope of the position                

The role of the Contract Procurement Assistant is to assist the Procurement/Logistic Officer to procure goods and services in compliance with HKI procurements policies and procedures. S/he collects proforma invoices on approved purchase requisitions, prepares offer analysis and makes recommendations.   Once the purchase order has been completed, the Contract procurement Assistant will follow up to assure delivery. She/he maintains procurement data including supplier list and standards of goods and services, and ensures the effectiveness of procurement in timely and cost effective manner.

Responsibilities:

• Prepare and complete orders for delivery or pickup according to schedule (load, pack, wrap, label, ship, deliver)
• Receive and process warehouse stock products (pick, unload, label, store)
• Perform inventory controls and keep quality standards high for audits
• Collect and send invoices to appropriate department
•  Assist peers as required (coordinate meetings, training, etc.)
• Coordinating travel of company personnel; booking flights, hotels, etc. – when required
• Entering the daily data from drillers timesheets into computer system
• Run errands in town (postal services, pick up supplies)
• Obtain RFQ’s and submit to proper department
• Responsible for organization of property maintenance
• Assistance with the preparation of Request for Quotation, Initiations to Bid, Requests for Proposal
• Assist the Procurement Officer in maintaining current up to date Procurement documents and Manuals
• Routing copying and circulation of quotes, bids and proposal for evaluation;
• Researching pricing obtaining quotes locally on low value items;
• Assist with the coordination with the selected bidder to ensure completion of administrative processes including Bid Security, contract award notice and that contract documents are distributed accordingly.
• Receive the approved PF from user department and process the appropriate documents procedures for purchases/Services/Contracts;
• Check and classify the precedence of the requisition and process as priority setting of the material needed.
• Coordinate with requestors and make sure the right materials needed. Find out the sample of material to be purchased if necessary;
• Provide purchased materials to the responsible receiving office and do all actions for completing the process.
• Maintain appropriated records to ensure that procurement process, decision, and contractual agreement are accurately documented for accountability and audit purpose.
• Do market survey for prices of goods
• Perform other duties related field as assigned by supervisor.

Qualifications  

• University Degree in purchasing or related field.
• Three years’ experience in procurement.
• Ability to work under pressure.
• Planning and scheduling skills.
• Experience in a USG or donor funded project or NGO preferred.
• Excellent interpersonal skills; demonstrated ability to interact professionally with a culturally diverse staff, clients and consultants.
• Ability to work independently, take initiative and ability to meet deadlines with attention to detail and quality.
• English fluency including business terminology required.
• Demonstrated intermediate computer skills in Microsoft Office Suite applications