Procurement Assistant at ACTED

ACTED has been committed since 1993, to immediate humanitarian relief to support those in urgent need and protect people’s dignity, while co-creating longer term opportunities for sustainable growth and fulfilling people’s potential. ACTED, headquartered in Paris, France is present in four continents and our teams intervene in 37 countries towards 14 million people, responding to emergency situations, supporting rehabilitation projects and accompanying the dynamics of development. Over 5,000 staff are dedicated to implementing and developing our projects.

We are recruiting to fill the position below:

Job Title: Procurement Assistant

Location: Borno

About the Job

• The Procurement Assistant works under the direct supervision of the Log Officer. He is responsible for procurement in Maiduguri office (scenario A, B and C) and give support for the scenario D and E processes.

Main Duties and Responsibilities
The procurement assistant (Purchaser) is in charge of procurements for ACTED in Maiduguri and his key responsibilities listed but not limited below:

• To receive Order form – cross check the items and ensure the OF filled with clear descriptions, delivery timeline, delivery location as well as the budget has validated by Finance;
• To conduct all procurements under Scenario A to C of Logistic Manual;
• To ensure to respect ACTED procurement procedures for each purchase
• To find and Prepare the list of successful suppliers in both Capital Office and Area offices;
• To ensure fair and transparent selection of suppliers in each procurement;
• To support CLM and Logistic officer on Tender process, filling and arrangement of documents after signatures;
• To prepare procurement memo, contracts, purchase orders based on fair and transparent negotiation with suppliers/contractors;
• To follow with Finance and Logistic officer on weekly basis (each Thursday) for CFU updating and ensure all procurement contracts under scenario (C, D and E) are registered and recorded;
• Follow up with HR and Guesthouse Focal person for any ad hoc purchases or services required for ACTED premises;
• To ensure all procurement has been followed by delivery follow up (waybills, reception vouchers and packing list).
• To follow and ensure that the signed waybill, reception vouchers and packing list are collected after each delivery IMMEDIATELY.
• To attach and file each delivery forms (waybill, reception voucher and packing list) with each relevant purchase documents in designated folder.
• To ensure the quantity in the waybill(s) corresponds with the purchase documents and Order Form (OF)
• Communicate and provide the purchase delivery documents with Finance for supplier’s payments;
• To create and update regularly the procurement folders for each ongoing programs based on purchase scenarios
• To create and or update the Order form follow up folders (open order form to be placed in this folder)
• To update the procurement folders regularly and ensure that all procurement documents are collected with high attention on transparency and ACTED FLAT guidelines
• To provide all scenario “C” purchase documents original copies to (Finance Officer) as FLAT focal point immediately after signing the contract with selected supplier(s)
• To provide delivery documents for Scenario “C” (delivery follow ups, waybills, reception vouchers or packing list) for each delivered contract to FLAT focal point immediately after delivery completion;
• Any other occasionally task required for the implementation of ACTED’s programs.

About You

• All employees should master ACTED's core Principles: Independence, Neutrality, Non-discrimination, free and direct access to victims, Ethics, Professionalism, anti-Corruption, Transparency and Accountability

Essential Qualifications and Experience

• Good use of Microsoft Office.
• An understanding of humanitarian/civil society issues in the country and the region.
• 1-2 years working experience, in the field of Fleet Management/Logistics/Procurement is required
• University Degree or Advanced Training/Course in Business Administration, Sociology, Social Work, International Affairs, Humanitarian or related field
• Fluency in written and spoken English. Fluency in local spoken languages.

Desired Knowledge and Skills:

• Extensive knowledge of Nigerian displacement context.
• Highly flexible, with the ability to use initiative.
• Ability to work in a multi-cultural environment.
• Commitment to humanitarian principles and values.
• Commitment to promoting gender equality.

We Offer

• Contract length: 6 Months
• Level: D2-1 (national contract)
• Start Date: As soon as possible

Application Closing Date
8th July, 2019.

Method of Application
Interested and qualified candidates should:
Click here to apply online

Note

• All applicants must send a Cover Letter and an updated CV (no longer than four pages) in English.
• CV and Cover Letter indicating and explaining the suitability to the position applied.
• Provide contact details (name, position, email address and tel. no.) of 3 professional non-related references, whereas 1 must be for the latest employer. Please do not attach any written recommendations.
• Applications should be addressed to: The Recruitment Manager.
• Only motivated applications that address the stipulated duties and meet the required qualifications, sent together with a CV, will be considered. CV-only applications will not be considered
• Please note: The position title and location must be written in the subject line of the e-mail otherwise not considered.
• ACTED considers all applicants on the basis of merit without regard to race, sex, colour, religion, sexual orientation, age, marital status, or disability.
• CVs will be review on rolling bases.
• Due to the large numbers of expected applicants ACTED will only inform shortlisted candidate. We apologise for the inconvenience. Only short-listed applicants will be invited for written test and oral interview.