Job Overview/Summary
The Procurement Assistant is a key position within Supply Chain and carries responsibility for the integrity of the IRC's procurement system. Supply Chain must be able to rapidly procure Program supplies, services, and equipment, whilst ensuring best practices and maintaining audit-compliant records. This individual will be responsible for carrying out procurement processes and activities at the Maiduguri field site, Borno state and provide support to the Area Base offices in compliance with IRC and donor regulations ,Attend all procurement committee meetings, Coordination with Finance, Admin and programs department to ensure integrated internal controls, timely payment of vendors and full, auditable support documentation, Ensuring that a transparent and responsive procurement process is implemented, maintained and advise the Logistics Manager of procurement-specific issues or improvements, ensuring that all Supplies, services and equipment required are delivered in time, establishment and maintenance of ethical, professional working relationships with suppliers, Maintain supplier information for regularly purchased items, and be informed of current local market conditions
Major Responsibilities
Procurement Planning
- The Procurement Assistant is responsible for working closely with Supply Chain Officers,
- internal and external stakeholders to ensure effective procurement planning and preparation to support program implementation. Supply chain planning includes –
- Preparing and implementing procurement plans
- Implementing all IRC procurement SOPs
- Collecting, organizing, and analyzing data
- Monitor supply market and conduct market surveys & analysis.
Procurement
Support with implementing procurement plan & strategies and ensures all program procurement needs are met on time in accordance with GSC and donors’ standards.
This includes: -
- Support in development of procurement specifications - Processing approved
- Purchase request through the procurement software and ensuring data accuracy.
- Request for quotations / proposals.
- Participate in tender meetings & evaluations.
- Prepare bids analysis and other bidding documents for approval.
- Conduct negotiations with suppliers that is transparent and documented.
- Demonstrate value for money in procurement.
Contract Management
- Preparing and executing contracts for recommended bidders
- Timely renewal of running contracts.
- Execute contracts against set performance indicators
- Responsible for managing contracts and supplier performance to ensure that terms & conditions, and standard operating procedures are adhered to as provided by GSC.
Procurement Planning
- The Procurement Assistant is responsible for working closely with Supply Chain Officers, internal and external stakeholders to ensure effective procurement planning and preparation to support program implementation. Supply chain planning includes –
- Preparing and implementing procurement plans
- Implementing all IRC procurement SOPs
- Collecting, organizing, and analyzing data
- Monitor supply market and conduct market surveys & analysis.
Procurement
Support with implementing procurement plan & strategies and ensures all program procurement needs are met on time in accordance with GSC and donors’ standards.
This includes: -
- Support in development of procurement specifications - Processing approved
- Purchase request through the procurement software and ensuring data accuracy.
- Request for quotations / proposals.
- Participate in tender meetings & evaluations.
- Prepare bids analysis and other bidding documents for approval.
- Conduct negotiations with suppliers that is transparent and documented.
- Demonstrate value for money in procurement.
Contract Management
- Preparing and executing contracts for recommended bidders
- Timely renewal of running contracts.
- Execute contracts against set performance indicators
- Responsible for managing contracts and supplier performance to ensure that terms & conditions, and standard operating procedures are adhered to as provided by GSC.
Supplier Management
Support with managing supplier relationships and performance to ensure that there is precise record keeping as provided by GSC.
This includes: -
- Maintain suppliers file and documentation
- Documents supplier performance
- Maintain supplier performance score cards.
Compliance and Ethics
Assist in implementing donor rules & regulations for all procurements (including any specific departmental procurement task assigned), Identifying and analyzing compliance risk in procurement processes through: -
- Implementing due diligence for suppliers, this includes conducting reference checks, supplier visits etc.
- Provide consistent and constructive support to other departments to ensure compliance with policies and procedures
- Identifying and reporting procurement red flags,
Implementing internal and external audit corrective action plans (CAPs)Support with managing supplier relationships and performance to ensure that there is precise record keeping as provided by GSC. This includes: -
- Maintain suppliers file and documentation
- Documents supplier performance
- Maintain supplier performance score cards.
Compliance and Ethics
- Assist in implementing donor rules & regulations for all procurements (including any specific departmental procurement task assigned), Identifying and analyzing compliance risk in procurement processes through: -
- Implementing due diligence for suppliers, this includes conducting reference checks, supplier visits etc.
- Provide consistent and constructive support to other departments to ensure
- compliance with policies and procedures
- Identifying and reporting procurement red flags,
- Implementing internal and external audit corrective action plans (CAPs)
Key Working Relationships
Position Reports to: The Procurement Assistant directly reports to the Procurement Officer
Position directly supervises: N/A
Indirect Reporting:
- Other Internal and/or external contacts:
- Internal: Finance and the Program Sectors
- External: Suppliers/Vendors
Job Requirements
- Undergraduate or Bachelor University Degree, preferably in management, administration, or related fields
- Work Experience: At least 2 years, maintain attention to detail, and coordinate multiple tasks to meet deadlines, Effective time management and organizational skills, Ability to multi-task, Team spirit and problem-solving abilities, Good knowledge and use of Microsoft excel and A good command of English language
- Demonstrated Managerial/Leadership Competencies: Ability
- Languages: English Is Mandatory, Hausa and Kanuri Will be of added advantage.
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