Procurement Assistant Job 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. The organization aims to bring about positive changes and to inspire the victims of armed conflicts and natural disasters, especially women and children, to attain self-reliance and sufficiency while providing access to equal opportunities through advocacy, collaborative networking, capacity building, and empowerment. We seek to enhance the ability of our clients to make integrated and right decisions through the many and varied programs that will help them physically, psychologically, and intellectually grow and thrive.

We are recruiting to fill the position below:

Job Position: Procurement Assistant

Job Location: Maiduguri, Borno
Employment Type: Full Time
Reports to: Procurement Officer
Position directly supervises: Procurement Intern
Indirect Reporting: Operations Manager
Internal: None
External: Vendors, Contractors, Donor staff, Consortium Staff, Government agencies and regulatory bodies

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.

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

• A minimum of HND and B.Sc. in Business Administration, Public Administration, or any relevant field.
• Must possess a minimum of 2 years of 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
• 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.