Job Description

Job Purpose

The Procurement Assistant will be responsible for support of the general procurement transactional activities. He/she will provide day-to-day implementation of procurement in compliance with TJNA policies and best practices ensuring high quality and accuracy of work and to promotes a client, quality, and results-oriented approach in the Unit.

The Procurement Assistant works under the direct supervision of the Administration, Procurement and Logistics Officer and in close collaboration with other projects staff in various units to exchange information and ensure consistent service delivery.

Requirements

1. Impact of Results


2. The key results have an impact on the execution of the office procurement services management in terms of quality and accuracy of work completed. Accurate data entry and financial information, presentation of information and client-oriented approach enhances TJNA capability.


3. Core Values


4. Respect for Diversity.


5. Integrity.


6. Professionalism.

Competencies.

1. Results oriented.


2. Accountability.


3. Solution Focused.


4. Effective communications.


5. Required Skills and Experience


6. Minimum of three years of relevant experience in Procurement support services or Administration is required


7. A Bachelor’s Degree in Procurement and/or Supply Chain Management, Business Administration or related areas is desirable but not required.


8. Experience in the usage of computers and office software packages (MS Word, Excel, etc.)


9. Experience in Enterprise Resource Management System (ERP) is an asset


10. Procurement certification is an added advantage.


11. Fluency in English is required.

Key Responsibilities

• Supports procurement processes and contract administration for the office focusing on achievement of the following results:
  
  
  
  • Support the preparation of RFP, RFQ and ITB, bid analysis, ensuring clearance/approval by respective units of the requests.
  
  
  • Support on market research and sourcing of suppliers.
  
  
  • Preparation of purchase requisitions, purchase orders and contracts, preparation of recurring purchase orders for contracting of             services and vendor creation in the system
  
  
  • Constant liaison with vendors for safe delivery of goods.
  
  
  
  


• Provides efficient administrative and clerical support to procurement processes, focusing on achievement of the following results:
  
  
  
  • Processing of invoices for goods and services delivered ensuring accuracy and completeness of documentation and timely                          payment. Follow up to completion and informing clients.
  
  
  • Routine follow-up action on procurement on behalf of the supervisor and inform supervisor of status. Oral/written responses to              queries from internal and external clients regarding procurement matters.
  
  
  • Establishment and maintenance of working files on procurement activity.
  
  
  • Preparation of letters, memoranda, email, etc. to monitor progress and liaise with vendors during the entire procurement cycle, investigation and resolution of post-order problems and preparation of progress reports on procurement matters.
  
  
  • Liaison with other departments on receipt of goods, equipment, and services in view of obtaining proper delivery report or relevant certificates Ensuring that all supporting documents are available for audit and for review purpose.
  
  
  
  


• Ensures proper control of TJNA Assets focusing on achievement of the following result:
  
  
  
  • Preparation of inventory reports.
  
  
  • Implementation of Inventory and physical verification check-ups in the TJNA and projects.
  
  
  
  


• Supports knowledge building and knowledge sharing in the TJNA focusing on achievement of the following results:
  
  
  
  • Participation in the induction of newly recruited offering trainings on procurement procedures and use of procurement system.