IR/INT/EXT/VN/034.18
November 12, 2018
Post Title: Procurement Assistant (Intern)
Duty Station: Country Office, Addis Ababa
Reports to: Procurement/Logistics Officer
Salary: As per the organization scale
Required: One
Duration: Three months with possible extension
Introduction
Islamic Relief is an international relief and development charity founded in 1984 with its headquarters in Birmingham, UK. As well as responding to disasters and emergencies, Islamic Relief promotes sustainable economic and social development by working with local communities - regardless of race, religion or gender. The office officially started operation in Ethiopia in 2004. Islamic Relief Ethiopia (IR) is operational in the Somali Regional State with a base office in Hargelle, Elkere, Bare, Dekasuftu, Jigjiga, Afar Regional State; Ewa & Gulina, Oromia Regional State, Chiro and an additional operational office in Addis Ababa. For more information please visit our website: http://www.islamic-relief.org/work-with-us
Currently, Islamic Relief is looking for volunteer/intern for definite period of time to support our huge burden of works in our Country Office, Addis Ababa.
JOB SUMMARY:
The Procurement Assistant is responsible for the effective delivery of procurement services to IRE. He/she will support the Procurement/Logistics Officer in the provision of a professional, effective and knowledgeable service for the procurement and supply of resources, materials, supplies, and consumables. As part of the procurement team, the Procurement Assistant will provide accurate, timely and auditable assistance in the administration of the procurement process, ensuring that processes are fully compliant with current IRE regulations.
DUTIES AND RESPONSIBILITIES
1. Assists the Procurement/Logistics Officer in maintaining current up to date Procurement documents and Manuals.
2. Performs general clerical duties such as maintaining general files, data entry, and completing and processing standard purchasing forms.
3. Maintains appropriate records to ensure that procurement process, decision, and contractual agreement are accurately documented for accountability and audit purpose.
4. Organizes and maintains computerized records containing vendor and bid information and prepares management information and statistical report.
5. Assists with the preparation of Request for Quotation, Initiations to Bid, Requests for Proposal and co-ordination of their timely dispatch.
6. Communicates effectively with coworkers, requisitioning officials, and suppliers to establish and maintain effective working relationships.
7. Copies and circulates quotes, bids and proposal for evaluation; Researches pricing obtaining quotes locally on low value items; and assists at meeting between the procurement team and vendors;
8. Assists coordination with the selected bidder to ensure completion of administrative processes including Bid Security, contract award notice and that contract documents are distributed accordingly.
9. Assists with managing the administrative process throughout the duration of the preparation of the all documentation until the award of the contract
10. Responds to inquiries from IRE staff regarding requisitions, purchase orders, contracts and pricing information.
11. Performs other tasks as required.
· BA degree in Marketing, Purchasing and Supply Management or related fields
· Excellent interpersonal skills – builds good relationships with internal and external stakeholders
· Ability to plan, prioritize and organize self and others
· Ability to manage a complex and demanding workload with flexible behavior
· Sympathy with the aims and objectives of IR
· Commitment to humanitarian principles and action
· Computer literacy in MS Office is essential.