Procurement Assistant African Field Epidemiology Network (AFENET)

Reporting to the Senior Procurement Officer, the position holder will provide support for timely procurement of goods and services in accordance with AFENET policy guidelines which will guarantee timely acquisition of goods, works and services.

Duties and Responsibilities
• Provide support for timely preparation of specifications, terms of reference and statement of requirements in liaison with user departments
• Guide staff on methods of cost estimates and overall procurement process
• Respond to vendor and client questions.
• Provide assistance in designing and issuing of Requests for Quotations (RFQs) or Requests for Proposals (RFPs)
• Support the bids evaluation process in liaison with the procurement committee and users
Verify deliveries for quality and quantity certification in liaison with the users and stores personnel
• Assist in monitoring of contractor and vendor performance to ensure compliance with the requirements, all terms and conditions
• Provide assistance during periodical inventory and asset audits
• Ensure follow up of all purchase requisitions and ensure offers to vendors are processed and payments made to the suppliers and vendors
Assist in preparation of regular and timely procurement reports; and
• Participate in the stock taking process.
• Assist the Senior Procurement Officer in the coordination of procurement activities and ensure that the procurement guidelines are observed and adhered to at all stages of procurement process.
• Support end users to compile procurement requirements and maintain a procurement register.
Manage issuance, receipt and opening of bids, expressions of interest and proposals from
• potential service providers, contractors, and suppliers.
• Assist in organizing pre-bid or pre-proposal meetings and negotiation meetings.
• Participate in evaluation exercises (Prequalification, vendor evaluation, expression of interest, quotations, bids and proposals) and ensuring adherence to procedures and guidelines.
• Provide Finance department with the requisite procurement documentation for effecting payment to service providers.
• Assist in the contract management process through monitoring of orders for supplies, goods and works, monitoring progress and delivery schedules and identifying any shortcomings in delivery, cost, quality and contract management
Maintain complete procurement files and records including all correspondence related to procurement activities and ensure that the records are safeguarded and properly kept for future reference.
• Assist in the Post Procurement Reviews (PPR) exercises/Procurement Audits, and follow up
• implementation of PPR/Audit recommendations
• Assist the Senior Procurement Officer to prepare, update and maintain the Fixed Assets Register
• Perform any other duties as may be assigned by the supervisor from time to time

Required Qualifications and Experience
• A Bachelor’s Degree in Procurement & Logistics Management, Business Administration, Management, Finance or equivalent.
• A post graduate qualification in procurement (Diploma in Procurement, CIPS or equivalent)
Three years progressively responsible experience in procurement.
• A mature and committed person with excellent interpersonal skills and a fast learner.
• Proficiency in English language both written and oral is required
• Knowledge of French and/or Portuguese language will be an added advantage.
• Excellent Computer skills required; Ms-Excel, MS-Word, PowerPoint, MS-Project, SharePoint, etc.
• Ability to work respectfully and inclusively in a diverse, multicultural, multidisciplinary work environment.
• Experience with procurement in donor funded projects is desired.
• Ability to uphold and respect procurement ethics and to conduct activities with integrity.
• A team player who demonstrates patience, flexibility and honesty.
Ability to meet strict deadlines and work long hours when required.
• A self-starter, who can plan and manage his/her own work, takes initiative

BENEFITS:
These positions have competitive remuneration