Procurement Assistant at Farm Africa

PURPOSE OF THE ROLE

Support the procurement and administration function, including supporting the Farm Africa programmes/projects to achieve their goals.

KEY TASKS AND RESPONSIBILITIES

• Provides procurement, logistical and administrative support to programme and support team in the acquisition of a wide variety of goods and services.
• Reviews, records and prioritizes purchasing requests and obtains additional information/documentation as required to determine the availability of funding using purchase requisition form (PRF)
• Monitors status of existing requisitions, maintain contact with suppliers to ensure timely delivery of goods and services, coordinates delivery of goods/commodities/equipment to KCO and field projects/programmes, verifies receipt documents, inspection of deliverables and accurately reports, as and if required.
• Produces tender documents (e.g. Invitations to Bids, Requests for Proposals and
• Requests for Quotation) based on the nature of requirements and cost of procurement involved.
• Prepares commitment Letters (LPOs) and compile data contained in quotations, proposals and bids to determine which supplier can deliver the required goods/services at the best terms and lowest costs possible under the guidance of
• Procurement Officer/Coordinator.
• Assists relevant officers in more complex, higher value purchasing operations; coordinates distribution of pertinent documents to concerned parties, ensures appropriate follow-up action,
• Maintains relevant internal databases and files; keeps track of any contractual agreements, pre-qualification, etc. and informs affected users of contractual rights and obligations.
• Maintain accurate and organized database of prequalified supplies and existing contracts
• Participate in the evaluation of supplier performance, including delivery timeliness, product quality, and adherence to contractual terms.
• Process procurement documents to facilitate timely payment of suppliers. Address and resolve issues pertaining to invoicing discrepancies.
• Ensure compliance with company policies and relevant regulations and stay informed about changes in procurement laws and regulations.
• Compile and review the monthly fleet mileage against tracking systems to ensure that it reconciles and report any anomalies.
• Participate in Procurement Review Committee meetings and taking minutes
• Updating the asset register for the country office and projects/programmes.
• Performs other related duties as assigned

PERSON SPECIFICATION

Education, qualifications & other knowledge

Essential

• Bachelor degree in Procurement, Supply chain management, business administration or related course
• Procurement planning and reporting

Desirable

• Diploma in related field
• Office Administration skills

Experience

• At least two (2) years of experience in relevant and similar position
• Experience in administrative work
• At least 2 years’ experience in procurement and administration in INGO environment

Skills & abilities

• Computer literacy in MS Office, Word, Excel, Outlook