Procurement Assistant

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

Job Purpose:The Procurement Assistant works under the supervision of the Logistics Coordinator.
The Procurement 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 per-sonnel 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/installments 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

Essential Qualifications: Educational level typically acquired through completion of high school. /Fresh graduate

Essential Experience: Entry level

Desirable Experience: Experience in Procurement and supply chain

Essential Competency: Excel & word knowledge

International Medical Corps is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status. International Medical Corps never asks job applicants for a fee, payment, or other monetary transaction. If you are asked for money in connection with this recruitment, please report to International Medical Corps at the website provided at the end of this document.

As applicable to this position, an individual must promote and encourage a culture of compliance and ethics throughout the organization and maintain a clear understanding of International Medical Corps’ and donor compliance and ethics standards and adheres to those standards. Actively promote PSEA (Prevention of Sexual Exploitation and Abuse) standards within International Medical Corps and amongst beneficiaries served by International Medical Corps.

If this is a supervisory position, one must set an example of ethical behavior through one’s own conduct and oversight of the work of others; ensure that those who report to you have sufficient knowledge and resources to follow the standards outlined in the Code of Conduct & Ethics; monitor compliance of the people you supervise; enforce the Code of Conduct & Ethics and International Medical Corps’ policies, including the Safeguarding Policy and the Protection from Harassment, Bullying and Sexual Misconduct in the Workplace Policy, consistently and fairly; support employees who in good faith raise questions or concerns.      

It is all staff shared responsibility and obligation to safeguard and protect populations with whom we work, including adults who may be particularly vulnerable and children. This includes safeguarding from the following conduct by our staff or partners: sexual exploitation and abuse; exploitation, neglect, or abuse of children, adults at risk, or LGBTI individuals; and any form of trafficking in persons. Staff are also responsible for preventing violations to our Code of Conduct and Ethics, which may involve Conflicts of Interest, Fraud, Corruption or Harassment.  If you see, hear or are made aware of any violations to the Code of Conduct and Ethics or Safeguarding Policy, you have an obligation to report.      

Website for reporting misconduct: www.internationalmedicalcorps.ethicspoint.com.  Please do not submit your CV or application to this website, it will not be considered for review