Procurement Assistant at Premiere Urgence Internationale (PUI)

General Objectives

• Under the direct supervision of the Procurement Officer, the Procurement Assistant is responsible to process purchasing file and transactions for equipment, materials, supplies, capital goods, and services. S/he is also supporting the Procurement officer in all the reporting regarding procurement tools.

Responsibilities and Tasks
Procurement:

• In collaboration with Procurement officer, streamline the procurement& delivery process
• Receive procurement requests/purchase orders, clarify request when necessary and complete purchase order
• Negotiating prices with suppliers and subcontractors
• Assist in organizing the procurement process
• Ensure that the project codes and budget lines are accurate
• Seek products that offer good value for money and negotiate the best prices
• Follow-up on order processing to ensure timely deliveries are done
• Assist the Procurement Officer to control the quality/quantity for all supplies ordered and delivered
• Ensure good relationships are established with local suppliers
• Respect PUI procedures in all procurement activities
• Facilitate proper paper trail and filing of all procurement documents
• Facilitate proper tracking of all supplies received and ensure related documents (delivery notes, waybills) are properly filed and copies forwarded to the Procurement Officer
• Support the Procurement officer in attendingall the procurement committee meetings when s/he is unavailable or when mandated by the management
• Update the weekly procurement tracker follow-up and submit to Procurement officer
• Update the price list on monthly base and submit to Procurement officer
• Ensure the archiving of procurement files and contracts are in compliance with PUI procedures
• Prepare procurement report as requested by the Procurement Officer

Storage and transportation:

• Support the Procurement Officer in the organization of a safe delivery of goods
• Liaise with the logistics assistant to ensure space is ready to welcome goods
• Liaise with the Logistics officer regarding store maintenance and set up
• Support the Procurement Officer for tasks related to the transport of goods, equipment, materials and other supplies to a second location

Internal reporting:

• Serve as the focal point to the logistics department when it comes to issues relating to purchase invoice
• Report any issues or challenging to his/her line manager
• Report on any identified improvement on the procurement tools to his/her line manager

Archiving:

• Assist in archiving all the hard copies linked to procurement at the base level

• Prepare and file necessary documents from other departments regarding procurement process

Tasks:

• The tasks and responsibilities defined in this job description are non-exhaustive and can evolve depending on the project’s needs.
• The employee could be requested to perform other tasks as his/her line manager may judge necessary.

Requirements
Mandatory requirements

• Language skills: Fluent in Hausa and English (Kanuri is a plus)
• Education degree: National Higher Diploma, or any University Degree in a related field
• Work experience: Minimum 1 year experience in a logistics department
• Computer skills: Good knowledge of the MS office software including Word, Outlook and Excel.
• Technical skills: Previous experience in supply chain management assets
• Interests: Commitment to the NGO values and principles

Priorities of Department

• Increase efficiency in the supply management, AND ensure the continuity of the quality control
• Improve support to program
• Increase effectiveness
• Improve relationship with the programs team AND SUPPLIERS
• Verification of BASE Purchase files to prepare for audits

Transversal skills:

• Good negotiation and communication skills
• Conflict resolution and diplomacy experience
• Reliable, rigorous and well-organized
• Ability to be multi-tasking and willing to extend his/her scope of work
• Good management of time and of priorities
• Able to take initiative to deal with difficulties encountered in daily work
• Team spirit and problem solving skills
• Autonomous, neutral, hard worker
• Flexibility and adaptability skills
• Able to manage stress and pressure
• Honesty and integrity
• Sense of confidentiality