Overview
The Procurement Associate provides efficient and timely support services in procurement and contract administration to the different programmes managed by their office, promoting a quality-driven, client-focused and results-oriented approach.
Key Responsibilities
- 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.
- 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.
- 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.
Required Experience
• 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.
Qualifications
- 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.
