Procurement Assistant at Life at Best Development Initiative

Key Areas of Accountability

Procurement and Supply Chain Support

• Assist the Procurement Officer in executing procurement activities in full compliance with LABDI’s procurement policies, protocols, and donor regulations.
• Gather quotations and specifications from vendors and suppliers, completing all relevant documentation (including PRs, RFQs, CBAs, POs, etc.).
• Support staff in preparing clear and accurate procurement documents, including Purchase Requests (PRs).
• Communicate professionally with suppliers to obtain quotes, clarify specifications, and ensure timely delivery of quality goods and services.
• Provide regular procurement status updates to relevant program teams and supply chain stakeholders.
• Participate in supplier evaluations and procurement committee meetings as needed.
• Ensure procured items are in line with programmatic specifications and meet standards for quality, reliability, and cost-effectiveness.
• Review supplier invoices for accuracy and completeness, and assist in submitting payment requests with all necessary supporting documents to the Procurement Officer.
• Monitor the payment process to ensure timely transactions and maintain good supplier relations.
• Adapt to shifting program priorities by reordering tasks logically and efficiently, in coordination with the Procurement Officer.
• Help maintain and regularly update procurement tracking tools, including the Procurement Tracker and supplier database.
• Effectively communicate procurement-related changes (e.g., supplier contact updates, changes in product specs, payment terms, delivery schedules) with colleagues and stakeholders.
• Support the Procurement Officer in evaluating, renewing, modifying, or establishing Framework Agreements (FWAs).
• Contribute to the preparation of procurement status and management information reports as required.
• Work closely with other procurement/supply chain team members and give necessary support when needed.
• Ensure that at all times LABDI procurement policy and procedures are implemented and adhered to and are within compliance to donor regulations.
• Responsible for ensuring Supplier Enablement activities are carried out so that as many suppliers as possible transact with LABDI 
• Other duties assigned by the Supervisor (Procurement Officer) as and when required.

Additional Job Responsibilities:

• The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

SKILLS AND BEHAVIOURS (our Values in Practice)

Accountability:

• Accuracy and timeliness in all areas of responsibility.
• High level of accuracy in work, and ability to analyse complex sets of relationships and situations.
• Holds self and others accountable

Ambition:

• Creating best-in-class function.
• Future-orientated, thinks pro-actively

Collaboration:

• Working effectively with stakeholders to achieve common goals.
• Excellent communication and interpersonal skills.
• Builds and maintains effective relationships, with their team, colleagues, members and external partners approachable, good listener, easy to talk to

Creativity:

• Designing more effective admin systems.
• Willing to take disciplined  risks

Integrity:

• Honest, encourages openness and transparency, demonstrates highest levels of integrity.

SKILLS & EXPERIENCE

Administrative & General Skills

• Level of Education – Bachelor’s degree in Supply Chain, Logistics or Business Administration or Economics.
• Professional certification in Procurement an added advantage.
• Communication & Interpersonal Skill Level – Excellent.
• Language Requirements – English – Excellent.
• Level of IT literacy Required – (Word, Excel, PowerPoint, Email system, Internet browsing) excellent.

Experience Expectations:

• Minimum of 2 years of prior work experience in a similar role in an NGO or private commercial sector.
• Practical experience in use of a reputable Procurement Management Software or ERP system.
• Experience of solving complex issues through analysis, definition of a clear way forward and ensuring buy-in.
• Great interpersonal and communication skills including negotiation and relationship building.
• High level of integrity/confidentiality and ability to work as part of a professional team.
• Highly developed cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures.
• High level of computer literacy. Especially excellent MS Excel/Word skills.
• Good oral and written communication skills; Fluency in spoken and written English.
• Commitment to LABDI’s values