• Application Deadline:
• Position: Procurement Assistant



• Job Type Full Time



• Qualification BA/BSc/HND , OND



• Experience 1 year



• Location Borno




• Job Field Procurement / Store-keeping / Supply Chain 
  
  

General Objectives

• Under the direct supervision of the Logistics Officer, the Procurement Assistant is responsible for processing the purchasing file and transactions for equipment, materials, supplies, capital goods, and services. 


• S/he is also supporting the logistics officer in all the reports regarding procurement tools.

Responsibilities

Procurement:

• In collaboration with Procurement officer, streamline the procurement& delivery process


• Receive procurement requests/purchase orders, clarify request when necessary and complete purchase order


• Negotiating prices with suppliers and subcontractors


• Assist in organizing the procurement process


• Ensure that the project codes and budget lines are accurate


• Seek products that offer good value for money and negotiate the best prices


• Follow-up on order processing to ensure timely deliveries are done


• Assist the Procurement Officer to control the quality/quantity for all supplies ordered and delivered


• Ensure good relationships are established with local suppliers


• Respect PUI procedures in all procurement activities


• Facilitate proper paper trail and filing of all procurement documents


• Facilitate proper tracking of all supplies received and ensure related documents (delivery notes, waybills) are properly filed and copies forwarded to the Procurement Officer


• Support the Procurement officer in attendingall the procurement committee meetings when s/he is unavailable or when mandated by the management


• Update the weekly procurement tracker follow-up and submit to Procurement officer


• Update the price list on monthly base and submit to Procurement officer


• Ensure the archiving of procurement files and contracts are in compliance with PUI procedures


• Prepare procurement report as requested by the Procurement Officer.

Storage and transportation:

• Support the Procurement Officer in the organization of a safe delivery of goods


• Liaise with the logistics assistant to ensure space is ready to welcome goods


• Liaise with the Logistics officer regarding store maintenance and set up


• Support the Procurement Officer for tasks related to the transport of goods, equipment, materials and other supplies to a second location.

Internal reporting:

• Serve as the focal point to the logistics department when it comes to issues relating to purchase invoice


• Report any issues or challenging to his/her line manager


• Report on any identified improvement on the procurement tools to his/her line manager.

Archiving:

• Assist in archiving all the hard copies linked to procurement at the base level


• Prepare and file necessary documents from other departments regarding procurement process


• The tasks and responsibilities defined in this job description are non-exhaustive and can evolve depending on the project’s needs. 


• The employee could be requested to perform other tasks as his/her line manager may judge necessary.

Priorities of Department

• Increase efficiency in the supply management, AND ensure the continuity of the quality control


• Improve support to program


• Increase effectiveness


• Improve relationship with the programs team AND SUPPLIERS


• Verification of BASE Purchase files to prepare for audits.

Requirements

Mandatory requirements:

• Language skills: Fluent in Hausa and English (Kanuri is a plus)


• Education degree: National Higher Diploma, or any University Degree in a related field


• Work experience: Minimum 1 year experience in a logistics department


• Computer skills: Good knowledge of the MS office software including Word, Outlook and Excel.


• Technical skills: Previous experience in supply chain management.

Assets:

• Interests: Commitment to the NGO values and principles


• Transversal skills:


• Good negotiation and communication skills


• Conflict resolution and diplomacy experience


• 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


• Autonomous, neutral, hard worker


• Flexibility and adaptability skills


• Able to manage stress and pressure


• Honesty and integrity


• Sense of confidentiality.