PROCUREMENT ASSISTANT

OVER VIEW OF ROLE

Brief Summary of Position:

The Procurement Manager is responsible for all aspects of the procurement process for goods and services. The principle responsibilities of this position include: oversight of conducting all bid processes in a fair and transparent manner; developing contracts/service level agreements/vendor agreements; receiving goods, and complying with internal and donor procurement policies and standard operating procedures. This position reports to the CFO & COO.

Responsibilities include:

Procurement

• Follow procurement policies for selecting a winning bid in a fair and transparent process compare prices, specifications, and delivery dates in order to determine the best bid among potential suppliers, Determine winning bid
• Open Purchase Orders
• Secure relevant authorizations and support documentation including collecting Certs & Reps and Price Warranty forms as required
• Seek delegation of authority from relevant authorities for approval for purchases that exceed the Direct Buy Limit when needed
• Send PO to winning vendor
• Verify all appropriate procurement documentation is complete before sending to Finance
• Answer vendor questions about completing our bid requests
• Monitor procurement activities occurring outside of the Pretoria office
• Provide assistance with customs clearance for goods shipped to Uganda

Procurement Planning

• Work with staff to anticipate needs for goods and services
• Research potential vendors for commonly purchased goods and services in order to identify potential economies of scale and recommended options for vendor agreements
• Write agreements with frequently used vendors using standard ELOIM policies and operating principles and procedures
• Assist staff to maintain appropriate stock levels for supplies
• Establish standardized turnaround times for procurement of various types of goods and services
• Participate in the development of specifications for technical or specialized equipment, products and materials
• Assist with annual and project-­-based budget development
• Prepare reports on purchasing activities as requested

Compliance with Procurement Policies and Procedures

• Maintain knowledge of all organizational and donor rules affecting purchases, and provide information about these rules to staff members and vendors
• Ensure the above rules and regulations are adhered to in all ELOIM Uganda procurement activities

Record Keeping

• Maintain Vendor Agreements and Service Level Agreements and monitor expiration dates

Receiving/ Following Upon Orders

• Track the status of requisitions and communicate findings to the requestor
• Contact suppliers in order to schedule or expedite deliveries and resolve incorrect, lost, or late deliveries
• Distribute goods received to requestors upon receipt