Procurement Assistant

Main Responsabilities:

1. Administrative Support for Procurement Management:

• Assist in the preparation and processing of purchase orders, requisitions, and other procurement documents.
• Coordinate with suppliers to obtain quotes, follow up on deliveries, and resolve any discrepancies or issues.
• Maintain and update procurement records, including supplier information, order tracking, and payment statuses.
• Support in arranging the delivery and receipt of goods and services, ensuring compliance with project specifications.
• Assist the Procurement Team in conducting market research to identify potential suppliers, products, and services.
• Ensure that all procurement processes adhere to EF's procurement policies and regulations.
• Maintain organized and up-to-date records of procurement activities, contracts, and vendor communications.
• Assit in the preparation and processing of procurement documents and reports using existing oprganisational applications.
• Update and maintain procurement databases and spreadsheets, ensuring data accuracy and consistency.
• Provide general adminstrative support to the procurement team including handling queries, preparation of minutes of meetings, updating the weekly procruement follow up table etc..

2. Documentation and archiving:

• Prepare and manage documents related to procurement activities, such as minutes of meetings, selection reports, and contracts.
• Maintain a comprehensive filing system for procurement records on the organisation’s system, ensuring easy retrieval and reference.
• Monitor the status of procurement documents, ensuring timely updates and follow-up actions.
• Monitor compliance with procurement policies and procedures, reporting any discrepancies to management.
• Ensure that all procurement activities are documented and archived in accordance with legal and organizational standards.
• Assist in audits by providing requested documentation and records.

Qualifications and Skills:

• Bachelor’s degree in business administration, Supply Chain Management, or a related field.
• 2 to 4 years of experience in procurement, logistics, or administrative support.
• Basic understanding of procurement and logistics processes.
• Strong organizational skills and attention to detail.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and procurement management tools.
• Excellent communication and interpersonal skills.
• Fluency in French and English; Arabic is an asset.
• Ability to work collaboratively in a multicultural environment.
• Flexibility and adaptability in managing multiple tasks and deadlines.