Key Responsibilities
A. Procurement Processing and Administration
- Receive, register, and track purchase requests, RFQs, RFPs, tenders, and other procurement requests.
- Review procurement files for completeness of required documentation and approvals.
- Follow up with requesting sectors, Finance, suppliers, partners, and other relevant stakeholders on pending actions and documentation.
- Support the preparation and issuance of Purchase Orders and related procurement documents.
- Ensure that procurement documents are properly referenced, signed, and filed.
C. Supplier Management
- Support supplier registration and collection of required supplier documentation.
- Maintain and update supplier databases and records.
- Assist with supplier due diligence and documentation checks as requested by the Procurement team.
- Support the collection and filing of supplier performance information.
D. Procurement Tracking
- Maintain accurate procurement tracking sheets and regularly update the status of ongoing procurement cases.
- Monitor procurement deadlines and flag delays or pending actions to the Procurement Deputy Director.
E. Filing and Document Management
- Maintain complete and organized electronic and physical procurement files in accordance with approved filing structure and naming conventions, including digitization and electronic archiving.
- Ensure procurement records are complete, properly filed, and readily available for audits, donor reviews, and internal controls.
- Identify missing documentation and follow up with relevant stakeholders.
F. General Procurement Support
- Support market research and supplier identification when requested by the Procurement team.
- Support procurement-related meetings, including preparation of documents and minutes when required.
- Assist with urgent/emergency procurement activities in accordance with approved procedures.
- Perform other procurement-related duties assigned by the Procurement Director or Procurement Deputy Director.
Function Specific Experience
- Previous experience in procurement, administration, logistics, or a related field is preferred.
- Good knowledge of Microsoft Office, particularly Excel and Word.
- Good organizational and document-management skills.
- Good written and verbal communication skills.
- Ability to manage multiple requests and deadlines.
- Attention to detail and accuracy.
- Ability to maintain confidentiality and demonstrate integrity when handling procurement information.
Industry Related Experience
- Experience in similar volunteer-based organizations or humanitarian organizations is preferred