Procurement Assistant

Description

• Reporting to the Procurement Coordinator, and based in Maputo, he/she is responsible for providing support to the organization’s efforts within the area of procurement, performing all applicable procurement activities, ensuring contract and legal compliance, and contributing to reach performance objectives of the team

Duties

• Assess procurement requirements, collaborate in the preparation of quarterly procurement plans, draft specifications, and initiate procurement processes
• Prepare and distribute requests for proposals, quotations (RFQ/P) in accordance with the Purchasing Manual and procedures, ensure the receipt of proposals/quotations from suppliers, ensuring maximum competitiveness in requests bid process in accordance with procurement rules and best practices
• Provide assistance on the draft and evaluation of bid proposals on committees; as well as solicitation and negotiation of competitive pricing from vendors and make recommendations for issuance of purchase orders (PO’s) in accordance with policies and procedures
• Assist in tracking of all requisitions, to ensure timely delivery and procurement status report for internal customers
• Prepare and follow-up process payment requests for vendors verifying invoices are consistent with purchase orders
• Share proof of payment and collect receipts from respective vendors
• IR - Item receipts tracking and conduct to close on open PO's
• Create new and update existing purchase orders accordingly
• Assist on the review of existing contracts, addendums, and ensure that they are all up-to-date and standardized according to the latest version of the approved template
• Communicate effectively with customers, vendors and provide assistance to guarantee delivery of goods and services on time and close purchase orders on QBE
• Maintain a database of vendors updated accordingly and assist on periodic vendors performance appraisal to establish proactive liaise
• Create vendor setups and register on QBE – QuickBooks Enterprise
• Perform other procurement related duties as assigned

Requisites

• Over three years’ experience working in procurement management in a large-scale, commercial, or non-profit environment
• Business administration degree, management background or equivalent experience
• Diploma in Purchasing, Supply Chain Management and/or Business Management from a recognized Institution (will be an advantage)
• Strong administrative and analytic skills along with ability to organize and maintain records
• High level of computer skills (ability to use MS Office and other relevant reporting software)
• Knowledge of supplies and materials utilized in office, or health program operations
• Familiarity with national and international procurement policies and procedures
• Ability to work effectively in team or partnership with a variety of audiences
• Excellent writing, presentation and interpersonal communication skills preferred
• Well organized, strong attention to detail, commercial judgement, and strategic thinker
• Fluency or strong working knowledge of oral and written Portuguese and English (will be an advantage)
• Ability to analyze issues, identify solutions, and take action to implement them
• Client service orientation and willingness to do whatever it takes to get the job done

Notes

• Only shortlisted applicants will be contacted