Procurement Administrative Associate

Duties

• Provide support to the procurement team in ensuring full compliance of procurement activities with USAID and Chemonics rules and regulations, as well as policies and strategies
• Inform the Ministry of Health and internal customers on commodity lead time
• Follow-up delivery dates of open Purchase Orders and update procurement tracker
• Update the internal customer of upcoming deliveries
• Send a pre-alert to the recipient laboratory
• Receive and verify the accuracy of proof of delivery as per Purchase Order description
• Prepare overview of the proof of delivery and share it with the lab team
• Assist the lab team with requests related to distributions
• Ensure that completed procurement files are properly filed in SharePoint and physical file based on the checklist
• Draft letters, memoranda, email, etc. and monitor the progress and liaise with vendors during the entire procurement cycle
• Process and fulfill orders within the procurement system ARTMIS
• Organize the documents and submit the flow for invoice payments for local and international vendors
• Conduct the Visual Search for all vendors and contractors before they are engaged to supply goods and/or services
• Ensure availability of all supporting documents for audit and review purposes
• Work closely with project staff to ensure compliance with all applicable rules and procedures, and provide guidance as needed in the processing of VAT exemptions and tax with holdings for the project
• Perform other tasks as directed by the procurement manager

Requisites

• The incumbent for this position should possess the following qualifications:
• A bachelor’s degree in accounting, business administration, business studies, management or a related field required
• At least 3 years’ experience of working in procurement or in a relevant field
• Demonstrated experience working with USAID or other donor funded experience desirable
• Excellent interpersonal, written, and oral communication skills
• Computer skills in Microsoft Office Suite applications including Word, Excel PowerPoint, and Outlook
• Fluency in English and in Portuguese written and spoken, required

Notes

• Only shortlisted applicants will be contacted
• Supervision: The Procurement Administrative Associate will report directly to the Procurement Manager or her/his designee
• Working Conditions/Duration of Assignment: This is a long-term position for the life of the contract