Procurement Assistant at Marie Stopes

The purpose of this role is to manage the process of booking hotels for MSK staff in the field.

Strategic Purpose of the Corporate Services Unit: Logistical, admin and HR support to all MSK staff and their work to ensure that it is supported to realise efficiencies, compliance and quality.

Key Responsibilities

Key responsibilities

Manges the hotel booking process. Activities include:

· Processes reservations by mail, telephone or central reservation systems.

· Controls costs and to ensure no-shows are eliminated.

· Contributes to initiatives to improve staff satisfaction with hotels stayed at.

· Processes reservations from other departments as they come and give feedback within reasonable time.

· Knows the credit policy of the hotels to avoid problems with bookings.

· Creates and maintains reservation records by date of booking.

· Prepares letters of confirmation, purchase orders and communicates reservation information to the staff and the hotel.

· Processes cancellations and modifications and promptly relays this information to the concerned staff.

· Understands the MSK hotel booking process and other related information to guarantee reservations and no-shows.

· Handles daily correspondence. Responds promptly to enquiries and makes reservations accordingly.

· Makes sure that files are kept up to date.

· Create and maintain booking records for audit purposes.

· Timely process all hotel payment claims on team and avoid payment backlog.

· Any other duty as maybe assigned by the supervisor from time to time.

Knowledge, skills and attitudes

Qualifications:

· Relevant diploma

Experience:

· Minimum one year work experience

Skills:

· Good communication skills

· Good IT skills. Fully conversant with Microsoft Outlook, Excel and Word

· Ability to work with suppliers and build long term competitive supply relationships

· Good organisational skills

· Ability to work with minimum supervision.

Attitude / Motivation:

Successful performance at MSI is not simply defined in terms of ‘what’ people achieve, but equally is about ‘how’ people go about their jobs and the impact that they have on others. There are 13 key behaviours that MSI encourages in all employees and they are defined below:

· Initiative

Thinking ahead and taking action to make the most of opportunities by finding the optimum solution

· Innovative

Thinking creatively and outside of the box so that ideas generated create a positive outcome

· Effective Communication

Communicating through active listening and good questioning techniques, using appropriate body language, ensuring information is clear and concise.

· Responsive

Being responsive to changing priorities and demands

· Working Efficiently

Planning, prioritising and organising work to ensure work is accurate and deadlines are met

· Sharing Information

Sharing information and knowledge whilst maintaining confidentiality

· Focus on Learning

Taking responsibility for keeping knowledge and skills updated and for seeking opportunities to develop further

· Commitment

Awareness and understanding of goals, vision and values and how your role impacts on this and going the extra mile to meet role requirements

· Driven

Drive and determination to deliver results

· Accountable

Taking responsibility for appropriate decisions that you make, and the actions and behaviour you demonstrate

· Embracing Change

Openness to embracing change within the organisation and being able to adjust plans/activities accordingly

· Motivated

Motivation towards achieving quality results to maximise potential

· Team Player

Working as part of a team by being supportive, flexible and showing respect for each other