Procurement Assistant

  • Full Time
  • Lilongwe
  • Applications have closed

Save the Children International

ROLE PURPOSE:

The Procurement Assistant will be based at the country office and will support the Lilongwe office in execution of all supply chain operations. S/he will be the main link between the Country office and the supply chain team, with the primary responsibility to ensure effective communication and efficient flow of the supplies / services required to keep the country office running smoothly.

In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

SCOPE OF ROLE:

Reports to: Procurement Coordinator

Staff reporting to this post: None

KEY AREAS OF ACCOUNTABILITY:

Procurement

  • Procurement Request (PR) processing
  • Purchase order / contract processing
  • Contract management
  • Payments processing and reconciliation
  • Procurement reporting and KPI monitoring
  • Updating the procurement tracker

Supplier and invoices management

  •  Ensure all supplier invoices are paid for promptly
  • Manage the receipt of goods and ensuring that quantities and quality tally with the requirements
  • Scheduling the delivery of goods to the field offices
  • Management of supplier performance

Area office support

  • Support Area office Supply chain officers as needed
  • Provide technical support to the area offices in specialized procurement tasks

QUALIFICATIONS

1.First degree in procurement / logistics / Supply chain management, and

2.Has achieved or is studying towards the Diploma in Procurement & Supply from the Chartered Institute of   Procurement & Supply (CIPS UK) or comparable professional body.

Strong preference for candidates with both qualifications.

EXPERIENCE AND SKILLS

Essential:

1.Minimum 2 years’ experience in humanitarian logistics / supply chain management

2.Experience in all technical areas of logistics / supply chain operations including procurement, transport, distribution, warehousing and stock management, fleet management and asset management

3.Strong analytical skills and ability to use basic analysis tools like Excel ©

4.Ability to build effective working relationships quickly with a wide range of people, both internally and externally

5.Excellent planning, management and coordination skills, with the ability to organise a substantial workload comprised of complex, diverse tasks and responsibilities.

6.Strong communication skills – written and spoken English and Chichewa

7.Working in multicultural teams

Desirable

Experience in the following areas is desirable:

1.Procurement in humanitarian contexts

2.High value procurement / contract management

3.Supply chain operations costing

4.Knowledge of Chichewa language

5.Procurement under Multilateral donors (USAID, ECHO, DFiD, IrishAid)

BEHAVIOURS ( SCI Values in Practice)

Accountability:

•holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values

•holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.

Ambition:

•sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same

•widely shares their personal vision for Save the Children, engages and motivates others •Future orientated, thinks strategically and on a global scale.

Collaboration:

•builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters

•values diversity, sees it as a source of competitive strength

•Approachable, good listener, easy to talk to.

Creativity:

•develops and encourages new and innovative solutions

•Willing to take disciplined risks.

Integrity:

•honest, encourages openness and transparency; demonstrates highest levels of integrity

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