Procurement and Logistics Assistant

NCA is actively recruiting a Procurement and Logistics Assistant.
The Procurement and Logistics Assistant reports to the Senior Procurement and Logistics Officer and liaise closely with all offices and departments relevant to the execution of her/his duties.

Main Job responsibilities:

1. Procurement Support:

• Support the preparation of procurement documentation (PRs, RFQs, bid summaries, purchase orders, etc.) in accordance with NCA’s policies and procedures.
• Assist in developing, reviewing and following up on NCA national partners procurement plans based on agreed templates and guidelines.
• Contribute to development of NCA office procurement plan and implementation during the fiscal year, as well as specific projects procurement plans,
• Assist in obtaining quotations and following up on deliveries and invoices.
• Maintain proper filing (both electronic and hard copy) of procurement documents in the designated systems (e.g., Microsoft Teams).
• Support in conducting market assessments and updating the supplier database.
• Track supplier performance and report issues or delays to the line manager.
• Assist in organizing procurement committee meetings (sharing documents, taking minutes, etc.).

2. Logistics and Administration:

• Assist in the coordination of transport and delivery of goods and materials to project locations.
• Support in maintaining and updating the asset register, ensuring all items are properly tagged and documented.
• Support warehouse operations by keeping records updated, monitoring stock levels, and assisting during physical counts.
• Ensure all delivery notes, waybills, and related documents are properly checked, signed, and filed.
• Assist in processing and compiling documents for payment submission to Finance.
• Support in coordinating the movement tracker of office cars and staff
• Support in monitoring safety and security while tracking fleet movement.

3. Coordination and Support:

• Liaise with suppliers, partners, and transporters for delivery schedules and documentation.
• Support the preparation of reports or updates related to logistics and procurement activities.
• Assist in training or orientation sessions for partners on basic procurement and logistics procedures when required.
• Support partner visits, procurement reviews, and documentation checks as requested by the line manager.

4. Compliance and Accountability:

• Ensure that all activities comply with NCA’s Operations and Procurement Manual and donor requirements.
• Promote transparency and integrity in all procurement and logistics processes.