Overview
The Logistics (Procurement) Assistant is to support the day-to-day operations of the department; to support supplier management, process small procurements, process payments, etc. under the direction and guidance of the Logistics (Procurement) Coordinator.
Tasks Summary
- Implement delegated logistic functions portfolio according to Plan of Action under Logistics Coordinator Supervision.
- Ensure daily operational procurement activities done according to the plan.
- Ensure proper filing of all Procurement support documents.
- Promote and share ideas for improvement of the procurement function.
- Assist in the procurement process, including conducting market research, identifying potential suppliers, and obtaining quotations or proposals.
- Assist in updating the procurement trackers regularly if needed.
- Assistance in the creation and management of purchase orders, ensuring accuracy and adherence to established procedures.
- Assist in maintain comprehensive and up-to-date records of procurement activities, contracts, and supplier information in hard and soft copies on SharePoint.
- Perform other duties, as assigned by Line Manager.
- In the absence of Procurement officer, and logistics coordinators assist in preparing requests for quotations and source bids & quotations per NRC procurement regulations and thresholds
- In the absence of Procurement officer, and logistics (procurement) coordinators prepare award and regret letters, followed by their distribution to the respective bidders
- In the absence of Procurement officer, and logistics (procurement) coordinators assist in preparing contracts using NRC Ukraine templates.
- Support in the preparation Request for Quotations, Tender packages and bid analysis for complex purchases and submit them to signatories for verifications and approval
- In case of need and required due to workload input data and reflect in proper way all procurement stages in the Agresso procurement system according to the manual.
- Upload to the Agresso system all necessary procurement documents
- Update Logistics (Procurement) staff, other support and programme staff with relevant information about delivery of goods or providing requested services
- Prepare payment packages, obtain approvals and submit to finance for processing, and shared update information with relevant staff.
- Make sure that all regularly monthly/quarterly and yearly payments is prepared. Validated and submitted to the Finance department are done and submitted.
- Follow up and making sure the collection of required documents from other NRC colleagues/ departments/suppliers/service providers.
- Upon completion of the procurement file, regularly shifting/moving procurement files to from working share point to the New Filling tree.
- Maintain proper files for procurement documents (and upload all documents in Agresso).
- Make sure weekly deliverable (task planning + Task update on the regularly basis with Logistics Coordinators and Procurement manager.
- Summary monthly reports, inclusive of number of payments process and list of the completed procurement moved to new filling tree.
Experience Requirements
• Previous working experience in INGO/UN agencies is highly desirable
Qualification Requirements
• Bachelor's degree in relevant field (economics, logistics, or any other field).
