Emergency Procurement Support Assistant

Background:

Logistics Department works as a support function covering procurement, Logistics, transportation & Warehousing

Job Purpose:

The Procurement Support  Assistant works under the supervision of the Logistics Coordinator.
The Procurement Support  Assistant is primarily responsible for a specific category of items and the deliverables of the Procurement section in support to International Medical Corps project activities and in compliance with the IMC internal and donors’ processes, rules and regulations. S/He is expected to conduct procurement activities in a transparent manner under the management of the Senior Procurement admin officer

Main Responsibilities:

• Act upon submission of a dully approved Purchase Request
• Provide in writing to customers: receipt of PR, Tracking number, confirmed target delivery date using customer service shaped communication
• Will work directly on daily basis with Logistics coordinator
• Regularly carry out market analysis, collect from potential suppliers: relevant documentation such as registration, tax certificates, owners’ ID, past contract references, invite most-technically-sound program personnel to conduct documented technical assessment, evaluate supplier’s capacity (warehouse, staff…); conduct Bridger Insight screening… and build an individual Supplier file for successfully prequalified vendors
• Draft Purchase orders (or contracts as needed, using standard-approved templates
• Submits procurement files to relevant authorities for review and approval
• Collect supplier’s signature on all Purchase Order pages and provide copy of PO to supplier
• Collect invoice from vendor and control payment terms against purchase order (advance payments/instalments already paid…), issue procurement memo when necessary
• Attach GRN to procurement file with supplier’s invoice and facilitate prompt payment process from finance team in line with payment terms
• Archive complete procurement file in grant-specific file box.
• Archive soft-copy of procurement files following the following structure
• Update Inventory Report (Below 500 $).
• Will be responsible to finalize any Admin paper work related to logistics department

General specifications for all positions:

Experience in working closely with community members throughout a program cycle

Experience in or understanding of program accountability principles

Knowledge of, respect and empathy for the communities we are working with

Commitment to championing community and partner points of view

Strong understanding of the project cycle and of M&E systems

Good interpersonal and influencing skills

Non-discriminatory and readiness to involve men, women, girls and boys from diverse backgrounds, particularly the most marginalized segments of the community

Very good listening and facilitation skills – capable of managing and facilitating group discussions with program participants, local officials, partners and all levels of staff

Ability to mobilize people – to develop and maintain relationships with staff and communities to ensure their participation in International Medical Corps ways of working