Procurement Assistant at The Center for International Health, Education and Biosecurity (CIHEB)

Job Summary

Reviewing, recording and prioritizing purchasing requests and obtaining additional information/documentation as required; providing assistance to requisitions in preparing scope of work and specifications of goods and services; proposing product substitutions consistent with requirements to achieve cost savings; determining the availability of funding sources.

Oversee the program procurement function to ensure that all procurement is undertaken as per laid down laws, rules and regulations, while enforcing transparency and accountability in the procurement process to ensure value for money.

Roles & Responsibilities

• Obtain quotations from various suppliers, negotiate terms & conditions, and prepare comparative bid analysis while evaluating suppliers’ ability to perform.
• Prepare accurate and complete purchase orders for goods and services in strict compliance with Ciheb’s approved policy as well as donor requirements.
• Ensures project procurements are conducted within the stipulated timelines.
• Monitor and track purchase orders to ensure timely delivery.
• Collaborate with other departments, such as finance and logistics, to ensure smooth procurement processes.
• Provide support in identifying cost-saving opportunities and optimizing procurement processes.
• 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. Adress 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.
• Maintain accurate and organized database of prequalified supplies and existing contracts.
• Ensure timely and efficient implementation of procurement strategy and ensure that departmental performance targets are set and achieved.

Qualifications

• Bachelor’s degree and procurement and supply chain management
• Member of a professional body – KISM or CIPS
• One year experience in a similar role