1. Procurement Support 40%
- Coordinate with internal stakeholders to determine procurement needs and specifications.
- Prepare and issue procurement requests, including Request for Quotations, Request for Proposals, quotation analysis for procurement committee and preparing purchase orders.
- Monitor and track procurement activities, including delivery schedules and payment terms and coordinate with suppliers to ensure timely delivery of goods and services.
- Prepare all relevant procurement documents for payments and ensure timely processing of invoices and payments.
- Manage supplier relationships, which include conducting supplier performance evaluations and addressing any issues or concerns and maintaining an up to date supplier list.
2. Administration Support 25%
- Provide administrative support to the Finance and Administration department.
- Coordinate travel arrangements and logistics for staff members.
- Assist in organizing meetings, workshops and events.
- Coordinate logistics for program activities, including transportation, accommodation and venue arrangements.
- Ensure compliance with relevant policies related to logistics and travel.
3. Reporting and Documentation 25%
- Tracking all open LPOs and share the status of the LPOs on a monthly basis.
- Maintain accurate procurement records and documentation, including contracts, purchase orders, and supplier information.
- Track all supplier procurement contracts and ensure timely renewal or re-award
- Ensure that all the records and documentation are properly archived.
- Maintain proper filing and documentation systems and support audits and reviews of procurement processes and documentation.
- Support audits and reviews of procurement processes and documentation.
4. Compliance & Safeguarding 15%
- Ensure all VE accounting policies are stringently followed and educating staff on these policies as required.
- Promptly report any observed fraud, conflict of interest or safeguarding matters to the appropriate channels.