Significant tasks and responsibilities, accounting for 90 – 95% of time committed to position:
Technical
· Accomplish validation of documents and ascertaining completeness of all procurement files as procedurally required by both Finance and Audit units.
· Ensuring eligibility of purchase requests; i.e verification of approved Purchase requests against the approved procurement budget
· Evaluates Bid documents and prices offered by suppliers
· Prepares award letters, purchase order and contracts and submit for approval;
· Follows up performances of contracts;
· Collect data from a wide variety of sources (vendors, work units, etc.) for the purpose of analyzing issues, ensuring compliance with a wide variety of purchasing policies and procedures, and/or monitoring purchasing processes.
· Prepare payment request and submit for approval
· Under take procurement spend analysis for selected goods
· Follow up foreign procurement process and close out with national bank
· Processes Procurement-related information
1. Procurement Tracking
§ Receive and keep a detailed record of procurement requisitions.
§ Contact the technical person from the requesting program when necessary for clarification/specification.
§ Classify purchase requisitions by type and forward to the Procurement Manager immediately to enable him/her to start the procedure.
§ Follow through purchasing processes (e.g. orders, work orders and requisitions for supplies, equipment, bids for potential commodities, supplies equipment and services, etc.) for the purpose of acquiring necessary resources to support company’s operation.
§ Ensure that all purchases of materials and procurement of services are carried out and delivered to the requesting programs/departments.
§ Update procurement records according to the status of each procurement requisition.
2. Filing and Classification
§ Classify purchase requisitions by type and date of request for ease of follow up and action.
§ Keep proper documentation of purchase requisitions in process, as well as completed purchases, for easy reference during audit processes, future requirements and so on.
3. Communication and Reporting
§ Maintain a close relationship with requesting program teams in person, via telephone, email, fax and/or any other appropriate means and provide them with information on procurement status, priorities, specifications, deliveries, and related issues.
§ Request suppliers for bids via telephone, email, fax or any other appropriate means.
§ Update requesting program teams on the status of their purchase requests on a biweekly basis, as well as when request arise.
§ Assist in compiling monthly and quarterly procurement reports.
Administrative
Handle related procurement activities as required by the Procurement and contract Manager