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Maintain all the procurement records in terms of Purchase requisition, RFQ/RFP/Bids, emails, comparatives, negotiations evidences, quotations, purchase orders, contracts, USAID rules, communications, Invoices, DCs and GRNs. Receive goods and service notes, collection of work completion certificate from internal users, prepare payment/s for The vendor and submission to finance, ensure follow up with finance and vendors for the relevant tasks. Prepare procurement reports on monthly basis and update procurement plan on need basis.

Specific Job Functions:

  • Ensure the proper maintenance and record keeping of all the procurement documents with file labeling and tracking
  • Receive goods and service note from vendors
  • Prepare GRNs and report to the relevant internal users
  • Coordinate with logistics officer on timely basis
  • Prepare payment/s for the vendor on receipt of invoices and submit to finance on time
  • Develop and maintain invoice submission and receipt data for tracking and follow up
  • Update and maintain procurement plan in line with the annual work plan
  • Coordinate with field procurement assistant on need basis
  • Update a preferred vendor/s data base

Required Skills & Experience:

  • 1-2 years of experience in the relevant field
  • Knowledge about basic procurement process and procedures
  • Knowledge and understanding of basic accounting standards
  • Ability to handle vendors/contractors records
  • Self-driven
  • Capable of maintain good relationship with internal and external customers
  • Knowledge about MS Office applications,   including   good   knowledge   of Excel and PowerPoint
  • Good  inter-persona l  communication   skills
  • Capacity to deliver task on time
  • Demonstrate approach to work that is characterized by commitment, motivation, energy and flexibility
  • Ability  to  relate  to  people  from  diverse  cultural  backgrounds and  establish  good  working relations
  • Ability to work calmly under pressure and to tight deadlines

Success Factors:

  • Good interpersonal skills, including patience, diplomacy, willingness to listen and respect for colleagues. Must be capable of working both individually and as part of a team
  • Proven ability to provide timely and accurate reports
  • Ability to stream-line activities and not create unnecessary work for yourself/colleagues
  • Create supportive working relationship among all program components
  • Ability to work effectively in a fast-paced, stressful environment. Must be flexible, willing to perform other duties and work irregular hours
  • Tactfulness, enthusiasm towards assigned tasks, good human relationship skills, integrity, honesty, and the ability to work under pressure to accomplish work tasks within assigned time periods