PROCUREMENT ASSISTANT, G6
Overview
The Procurement Assistant is expected to assist requisitioning units on the full range of procurement issues, providing support and guidance at all stages of the procurement cycle. This role involves preparing and distributing solicitations and managing the process until the case file is duly closed, including payments for goods and services delivered.
Key Responsibilities
- Reviews, records and prioritizes purchasing requests and obtains additional information/documentation as required; provides assistance to requisitioners in preparing specifications of goods; proposes product substitutions consistent with requirements to achieve cost savings; seeks confirmation of the availability of funding sources .
- Identify and recommend sources of procurement; interview potential suppliers upon request.
- Produces tender documents (e.g. Invitations to Bids, Requests for Proposals and Requests for Quotation) based on the terms of reference drafted by the requisitioning unit and reviewed by the Associate Procurement Officer.
- Prepares abstracts of offers and compile data contained in quotations, proposals and bids to determine which supplier can deliver the required goods/services at the best terms and lowest costs possible with due consideration to quality, delivery time, prompt payment and other discounts, transportation costs, etc.
- Enters into negotiation of terms and conditions of orders under the guidance of the Associate Procurement Officer; obtains credit and other information on proposed suppliers.
- Finalizes purchase orders and contracts for approval by the Associate Procurement Officer and/or the Director for Administrative Services;
- Prepares submission to the Contracts Committee for review and subsequent approval by the authorized official, in cases where the Associate Procurement Officer is not available .
- Resolves issues/problems related to delivered goods, including discrepancies between purchase orders and items/quantities shipped or received; prepares and signs Return to Vendor forms for unacceptable and/or damaged goods received.
- Ensures the timely provision of specific goods and services during the sessions of the Authority
- Processes tax exemption letters for all invoices aiming to process them within 30 days of receipt. Also, processes tax exemption letters for imports/exports for staff members according to their entitlements.
- Responsible for petty cash float/reimbursement with no delegation of authority for expenditure
- Reconciles the credit card statements monthly
- Maintains relevant internal databases and files; keeps track of any contractual agreements and informs affected users of contractual rights and obligations.
- Researches, retrieves and presents information from a variety of internal and external sources on sources of supply, vendors by commodity, upon request.
- Drafts a variety of correspondence relevant to the role.
- Assist with the collection and analysis of data as required
- Performs other duties as assigned.
Required Experience
A minimum of seven (7) years of progressively responsible experience in procurement, administrative services, supply chain management or a related area is required. The minimum years of relevant experience are reduced to five (5) for candidates who possess a first-level university degree or higher. Demonstrated experience in procurement operations, including the application of procurement policies, processes and procedures for the acquisition of a wide range of goods and services, is desirable. Experience in data analysis, including the preparation of procurement, expenditure, supplier or other management reports, is desirable. Experience using procurement-related software, databases and other digital tools to support procurement operations and data management is desirable. Experience working with an Enterprise Resource Planning (ERP) system or a comparable integrated business management system is desirable. Experience working in a procurement office or comparable procurement function, particularly within an international organization, public sector institution or other complex organizational environment, is desirable.
Qualifications
At least a High School Diploma or equivalent is required.