Procurement Assistant at MSI Reproductive Choices

Job Description

• The role holder will support in the effective management of the Procurement Unit in line with Procurement Guidelines and Standard Operating Procedures.
• The role also contributes to furthering MSI’s Vision: To create A WORLD IN WHICH EVERY BIRTH IS WANTED and its mission of ensuring the individual’s right to CHILDREN BY CHOICE, NOT CHANCE.

Responsibilities

• The roles and responsibilities apply to the procurement functions of: Strategy & Planning; Advisory and Support, Sourcing, Negotiation and Contracting, Supplier Performance, Knowledge Management, Supervision and Relationship Management.
• The specific roles and responsibilities will be to execute the procurement duties below in line with MSION Procurement Guidelines, Standard Operating Procedures and other relevant policies and procedures;

Liaison, Coordination & Technical Support:

• Communicating with suppliers, contractors, and MSION staff regarding purchase requisitions, specifications, bids, contracts, orders, and related matters.
• Supporting and providing technical guidance to Programs and Departments in drafting specifications, establishing price estimates and other procurement technical aspects.
• Managing expectations of Users in line with applicable procedures and processes applicable.

Contracting & Contract Management:

• Preparing Purchase Orders with the Use of the Tally System.
• Drafting, editing, reviewing, and interpreting contract terms, conditions, and specifications;
• Recommending negotiations and contract award for supplies.
• Ensuring the Supplier Performance reports are obtained per procurement transaction from Users/Programs.
• Examining, inspecting, and comparing the quality of merchandise and/or services purchased or to be purchased, to ensure that they meet the MSION requirements.
• Ensuring that the procurement transactions due for payment are complete and submitted to Finance for action.

Reporting & Knowledge Management:

• Monthly Procurement Reports.
• Ensure a complete audit trail for all procurement process documentation.
• Maintaining an up-to-date Supplier list with key supplier details, Supplier Admin & Bid Logs.

Requirements

• Essential: bachelor’s degree in supply chain management, Procurement & Stores Management, Commerce, or Business Administration.
• Essential: A professional Qualification in Procurement or at least ¾ Professional Qualification (e.g CIPS,)
• Essential: Fluency in English (Written, Spoken and Reading)
• Considerable (1 – 2 years) full-time professional-level experience involving the acquisition of medical supplies, equipment, commodities, or services involving a competitive bidding and negotiation process; Working on international procurement transactions; Experience with direct supervision of personnel.
• The following will be an advantage: Knowledge and experience in a health/medical or NGO organizations; experience in working in donor-funded programmes.

Technical knowledge or skills:

• Essential: Procurement Process, IT knowledge, ERP packages (Tally), MS Office programs, office equipment (printer, fax, copier, and scanner); People Management Skills.

Competence:
Personal competences:

• Procurement Knowledge, ii). Respect & Integrity, iii). Emotional Resourcefulness, iv). Ability to Learn, Relearn & Unlearn, v). Forward Thinking, vi) Reliability.

Job-specific competences:

• Independence
• Analytical Thinking
• Conceptual Thinking
• Proactivity
• Results Orientation
• Thoroughness.

Skills:

• Proven excellent technical oral, written, and editing abilities
• Ability to present and write for multiple audiences
• Extensive working knowledge of Microsoft Office
• Ability to work well with others in team environments
• Must be able to satisfy stakeholders
• Should be able to work in deadline-driven/results-oriented atmospheres
• Strong people management skills
• Strategic guidance and planning skills
• Report writing

Attitude / Motivation:

• Pro-choice
• Motivated personally and professionally to develop
• Willingness to travel as requested.