Procurement Assistant at Rise to Inspire Africa Initiative

Rise to Inspire Africa Initiative is a youth-led, impact-driven, result-oriented, non-profit and non-governmental organization that is committed to alleviating the sufferings of the vulnerable and most marginalized people in sub-Saharan Africa.

• Experience 2 – 4 years
• Location Borno

Job Overview/Summary:

This role involves various procurement functions including providing support in Strategy & Planning, Advisory and Support, Sourcing, Negotiation and Contracting, Supplier Performance, Knowledge Management, Supervision, and Relationship Management. The Procurement Assistant will execute these duties in accordance with RIA and Donor Standard Operating Procedures, and other relevant policies.

Reporting and Working Relationships:

Position Reports to:                            Procurement Officer,
Position directly supervises:             Procurement Intern.

Indirect Reporting:  Operations Manager, Executive Director. 
Other Internal and/or external contacts:

Internal:

External: Vendors, Contractors, Donor staff, Consortium Staff, Government agencies and regulatory bodies

Major Responsibilities:

Procurement Planning:

• The Procurement Assistant is responsible for working closely with Procurement Officer, internal and external stakeholders to ensure effective procurement planning and preparation to support program implementation. Supply chain planning includes
• Preparing and implementing procurement plans
• Implementing all RIA’s procurement SOPs
• Collecting, organizing, and analyzing data
• Monitor supply market and conduct market surveys & analysis.

Procurement:

• Support with implementing procurement plan & strategies and ensures all program procurement needs are met on time following RIA and donors’ standards. This includes: –
• Support in the development of procurement specifications – Processing approved Purchase requests through the procurement software and ensuring data accuracy.
• Request for quotations/proposals.
• Participate in tender meetings & evaluations.
• Prepare bids analysis and other bidding documents for approval.
• Conduct negotiations with suppliers that is transparent and documented.
• Demonstrate value for money in procurement.

Contract Management:

• Preparing and executing contracts for recommended bidders
• Timely renewal of running contracts.
• Execute contracts against set performance indicators
• Responsible for managing contracts and supplier performance to ensure that terms & conditions, standard operating procedures are adhered to. 

Supplier Management:

• Support with managing supplier relationships and performance to ensure that there is precise record keeping. This includes: –
• Maintain suppliers file and documentation
• Documents supplier performance
• Maintain supplier performance score cards.

Compliance and Ethics:

• Assist in implementing donor rules & regulations for all procurements (including any specific departmental procurement task assigned), Identifying and analyzing compliance risk in procurement processes through: –
• Implementing due diligence for suppliers, this includes conducting reference checks, supplier visits etc.
• Provide consistent and constructive support to other departments to ensure compliance with policies and procedures
• identifying and reporting procurement red flags,
• Implementing internal and external audit corrective action plans (CAPs).

Reporting & Knowledge Management

• Compile monthly procurement reports.
• Maintain a complete audit trail for all procurement process documentation.
• Keep an up-to-date Supplier list with key supplier details; maintain Supplier Admin & Bid Logs.

Job Specification:

Education:

• A minimum of HND and B.Sc. in Business Administration, Public Administration, or any relevant field.
• Must possess a minimum of 2 years’ experience in Procurement/Supply Chain management
• Competency in Microsoft suites (MS word, excel, PPT, outlook)
• Must have cognate skills in computer appreciation.
• MUST possess a high level of integrity and with good interpersonal skills
• Ready to work in difficult environmental conditions

Essential Knowledge and Skills:

• Strong organizational and multitasking skills with attention to detail.
• Excellent communication and interpersonal skills.
• Must be able to maintain the highest level of discretion and confidentiality.
• Ability to work independently and as part of a team.
• Commitment to the mission and values of the organization.
• Attention to details and communication abilities.

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