Procurement Assistant at Action Health Incorporated (AHI)

Reports To: Head, Administration

Duties and Responsibilities

• Under the direct supervision of Head of Administration, the Procurement Assistant is responsible for the effective delivery of procurement services to AHI, working closely with Programmes, Finance & Accounts and Compliance Department.

Specific responsibilities and duties include, but are not limited to:

• Coordinate with requesting units/departments to ensure items requested are in approved budget
• Where necessary, obtain sample of material(s) to be purchased and ensure it meets organizational specifications
• Conduct price surveys and obtain quotes locally on low value items;
• Preparation of Request for Quotation, Invitations to Bid, Requests for Proposal etc. in compliance with AHI Procurement Policy & Guidelines
• Collation of bids, quotations, proforma invoices in support of items to be procured in line with with AHI Procurement Policy & Guidelines
• Routing and circulation of quotes, bids and proposals for evaluation and management approval
• Corresponding with selected bidder(s) to ensure completion of administrative processes including Bid Security, contract award notice and that contract documents are distributed accordingly.
• Preparation of Procurement Memos, Contract Award Letters, Purchase Orders for items approved by Management
• Coordinate the procurement process from contract award to delivery to recipients / AHI Stores, and ensure payment of suppliers and vendors for services rendered.
• Ensure submission of appropriate supporting documentation by suppliers and vendors (Invoice, Delivery Notes / Way Bills, Packing List etc)
• Ensure all items procured meets order specifications, before delivery to AHI Store / Warehouse
• Follow-up with Finance & Accounts Department payments due to suppliers and vendors
• Maintain appropriate records to ensure that procurement process, approvals and contractual agreement(s) are accurately documented for each order for accountability and audit purpose.
• Preparation of monthly management information and statistical reports
• Perform other duties as assigned by Head, Administration Department

Education / Experience Requirements

• A Bachelor's Degree in Business Administration and professional certification in Procurements, Purchasing & Supplies or Logistics Management
• 2-3 years cognate experience in procurement function
• Good knowledge of United Nations procurement procedures is highly desirable
• Must be computer savvy with good working knowledge of MS Office Suite (MS Word, MS Excel), and must be able to easily navigate the Internet to conduct on-line market research

Competencies:

• Able to uphold and respect procurement ethics and to conduct activities with integrity
• Must be a team player who demonstrates patience, flexibility and honesty.
• Be willing and able to meet tight deadlines and work long hours when required.
• A self-starter, who is able to plan and manage his/her own work, takes initiative and strives to meet deadlines.