Procurement Assistant x 1 -ZACH

This position supports the Logistics and Procurement Officer in reviewing overall procurement processes, tracking procurements of goods and services through the procurement cycle, ensuring that adequate competition is achieved for procurements, and providing regular procurement mentoring to project staff to support project implementation. S/he will assist in providing timely staff services and efficient office operations in the areas of purchasing inventory management, supplies storage and distribution.

Duties And Responsibilities

File documents and correspondence and database records related to procurement actions, assigned tenders, purchase orders and contracts following the ZACH procurement SOP; Assist in compiling, maintaining, and reviewing a database of approved and registered suppliers including suppliers monitoring and evaluation; Compile weekly procurement tracker report and other reports as requested; Tracking procurement documents for approvals, obtaining signatures on Purchase Orders and contracts and other relevant documents; Maintains an effective electronic filing system: Central Files, paper files as required; Preparing requests for quotations, Comparative Bid Analyses and evaluations of offers through e.g. preparation of tabulation sheets, and assists in analysis of offers; Liaise and co-ordinates with the relevant departments/functions regarding delivery of supplies and keeps all parties informed of any changes in a timely manner; Assist to develop procurement plans for the project, including commodity quantification and distribution plans using correct assumptions and best practices; Prepare and compiles bid documents, and assists in setting selection criteria; Establish and maintain strong relationships with suppliers to support efficient management of supplies for quality assurance and timeliness of deliverables including follow ups on invoicing and payments on time; Monitor, with supervisory visits and documented spot checks, inventory storage and movement records of programme commodities at project supported facilities; Assist in inventory management (Issuance of GRN, Storage of commodities and distribution); Verify invoices of incoming goods, transportation services and custom’s clearance fees for accuracy; bring to the supervisor’s attention any discrepancies which may arise, prior to processing the payment; Report on the status of procurement actions; Run periodic reports, taking action as requested; Ensure data input into systems as accurate; Review with the supervisor problems and discrepancies related to assigned actions.

Qualifications And Experience

A Bachelor’s degree in logistics and procurement/Supply chain management with a strong bias in procurement; At least a Diploma in CIPS a must; At least 5 years’ experience and currently working in health commodities procurement planning and management in NGO, private sector/ international organizations; Knowledge and ability to work on electronic procurement database systems; Excellent communication skills (oral and written) in English, honest, encourages openness and transparency; demonstrates highest levels of integrity and credibility.