Overview

The Procurement Associate will ensure the provision of efficient and timely support services in procurement and contract administration to different programmes in a relevant geographical area. The role promotes a client-focused, quality and results oriented approach and provides support to relevant procurement personnel.

Tasks Summary

• Execute approved steps to embed sustainability in the procurement process.
• Ensure complete submissions to the Contract and Property Committees (CPCs).
• Ensure completeness of documentation for preparation/ processing of Purchase Orders (POs), Contracts, Long Term Agreements (LTAs), or their amendments.
• Conduct routine market research to determine supply sources.
• Set up, enhance or maintain the local supplier database.
• Generate status reports.
• Ensure the availability of all supporting documents for audit and review purposes.
• Collaborate with project personnel and managers in preparing their procurement plans and awards.
• Maintain and update procurement monitoring processes for projects.
• Provide proposals to requesting entities on modes for the provision of goods, works and services.
• Review requisitions for completeness.
• Prepare proper and complete specifications for equipment and materials, job profiles and statements of work (SoWs).
• Liaise regularly with vendors and consignees until safe delivery of goods is achieved.
• Monitor progress and liaise with vendors throughout the procurement cycle.
• Investigate and resolve post-order problems and share progress reports on procurement matters.
• Provide oral or written responses to queries from projects, clients, companies, etc, regarding procurement-related matters.
• Prepare monthly reports on procurement matters.
• Liaise with the logistics unit or projects on receipt of goods, equipment and services.
• Prepare shortlists of suitable contractors/ suppliers for purchases of value over designated amounts.
• Prepare and issue Expressions of Interest (EOIs), RFQs, ITBs, RFPs, or other tender documents as required.
• Work with requesting programme or operations clients to review and evaluate bids or proposals received and prepare analyses for less complex contract awards.
• Work with requesting programme or operations clients to make submissions to the CPC.
• Organize CPC regional sub-group (or designated statutory body) meetings as may be required.
• Maintain records of the CPC regional sub-group or other designated statutory body.
• Follow up on the signing of contracts by vendors.
• Obligate funds in the ERP and obtain appropriate signatures for approval.
• Disseminate contract advertisements and awards.
• Maintain contracts and filing systems.
• Maintain databases/ rosters of best suppliers, contractors and service providers.
• Organize, facilitate or deliver training and learning initiatives for personnel on procurement.
• Provide sound contributions to knowledge networks and communities of practice by synthesizing lessons learned and disseminating best practices in procurement.
• Collect and productively utilize feedback, ideas and internal knowledge about processes and best practices.

Experience Requirements

• Relevant experience is work in advising on and implementing policies and procedures to deliver a range of complex procurement programmes and strategies within international/ multi-national organizations, or related fields.

Qualification Requirements

• Required Secondary school (or equivalent) with 6 years of relevant experience OR Bachelor’s degree (or equivalent) in Procurement, Supply Chain, Law, Commerce, Business Administration, Public Administration, Finance, or Economics, or related fields with 2 years of relevant experience is required
• Desired A globally or nationally recognized professional certificate or membership (e.g. CIPS) is desired.