Procurement Assistant

General Objective / Summary

• The Procurement Assistant assists the Procurement & Logistics Officer in ensuring a smooth running of the procurement for Borno area and S/he contributes in guaranteeing timely and quality deliveries of required goods and services for PUI programs in Borno.

Responsibilities and Tasks
Supply Chain Management:
Procurement:

• Provide the adequate backup and support to the Procurement & Logistics Officer in order to guarantee that all procurement plans are implemented and updated for each grant.
• In accordance with the procurement & logistics Officer and logistics manager, guarantee that procurement procedures are respected according to the donors’ and PUI’s guidelines, without being an impediment to the timely implementation of the activities
• Work in close collaboration with the person requesting the purchase, with strong technical specificity, and carry out any appropriate conformity tests if required
• Support in ensuring that contracts are adequately signed by the empowered coordinators and guaranteed a strong protection for PUI in case of disagreement
• Centralize and optimize the grouping of purchases
• Supervise, in accordance with SCM and Procurement Officer, the identification and referencing of suppliers
• When delegated by the Procurement & Logistics Officer, consolidate/update the Borno Area price catalogue for the mission’s operation areas
• Contribute to plan and eventually supervise the shipment and delivery of materials/equipment up to their final destination within the Borno Area Office.

Procurement Validation:

• Participate in the procurement validation process in order to guarantee the respect and the good application of PUI procedures.
• In line with the supply chain management, check and analyze the purchase follow up every week and give some support to the teams if issues are identified.

Transportation:

• Provide support to the transport partner, provide all necessary documents which are needed
• When requested, act as the “interface” with all suppliers transport,OCHA Clearance
• Support in facilitating the road cargo movement via OCHA escort and obtaining clearance from the OCHA platform.

Audit Preparation:

• Archive all hard copies linked to procurement, organize and classify all the procurement in order to prepare the audit.

• In accordance with the supply chain management SOP, s/he may check and prepare all the files for the upcoming audit.

Priorities of the Department

• Reinforcement of the supply management and ensuring the continuity of the quality control
• Verification of BORNO PURCHASE files in order to be ready for audits

• Participation in the capacity building of the procurement assistant in coordination, focusing on the new procurement guidelines dissemination.

Mandatory Requirements

• Language skills: Fluent in English and Hausa Kanuri is a plus
• Education Degree: National Diploma, or any University Degree in a related field
• Work experience: Minimum 1 year work experience with INGO or any organization in procurement, supply chain management or Logistics
• Knowledge and skills: Good procurement skills and good knowledge in logistics procedures and value chain management. Good knowledge of institutional donors and good management capacities
• Computer skills: Good knowledge of the MS office software including any other software

Assets:

• Interests: Commitment to the NGO values and principles
• Transversal skills:
• Good negotiation and communication skills
• 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
• Flexibility and adaptability skills
• Able to manage stress and pressure
• Honesty and integrity
• Sense of confidentiality.