WHO ARE WE ? Emergency First International is an international NGO, non-profit, apolitical and secular. Emergency First International was born from the merger between two French NGO Première Urgence and Aide Médicale Internationale.
Experience
Location Borno.
General Objectives
- Under the direct supervision of the Procurement Officer, the Procurement Assistant is responsible to process purchasing file and transactions for equipment, materials, supplies, capital goods, and services. S/he is also supporting the Procurement officer in all the reporting regarding procurement tools.
Responsibilities and Tasks
Procurement:
- In collaboration with Procurement officer, streamline the procurement& delivery process
- Receive procurement requests/purchase orders, clarify request when necessary and complete purchase order
- Negotiating prices with suppliers and subcontractors
- Assist in organizing the procurement process
- Ensure that the project codes and budget lines are accurate
- Seek products that offer good value for money and negotiate the best prices
- Follow-up on order processing to ensure timely deliveries are done
- Assist the Procurement Officer to control the quality/quantity for all supplies ordered and delivered
- Ensure good relationships are established with local suppliers
- Respect PUI procedures in all procurement activities
- Facilitate proper paper trail and filing of all procurement documents
- Facilitate proper tracking of all supplies received and ensure related documents (delivery notes, waybills) are properly filed and copies forwarded to the Procurement Officer
- Support the Procurement officer in attendingall the procurement committee meetings when s/he is unavailable or when mandated by the management
- Update the weekly procurement tracker follow-up and submit to Procurement officer
- Update the price list on monthly base and submit to Procurement officer
- Ensure the archiving of procurement files and contracts are in compliance with PUI procedures
- Prepare procurement report as requested by the Procurement Officer
Storage and transportation:
- Support the Procurement Officer in the organization of a safe delivery of goods
- Liaise with the logistics assistant to ensure space is ready to welcome goods
- Liaise with the Logistics officer regarding store maintenance and set up
- Support the Procurement Officer for tasks related to the transport of goods, equipment, materials and other supplies to a second location
Internal reporting:
- Serve as the focal point to the logistics department when it comes to issues relating to purchase invoice
- Report any issues or challenging to his/her line manager
- Report on any identified improvement on the procurement tools to his/her line manager
Archiving:
- Assist in archiving all the hard copies linked to procurement at the base level
- Prepare and file necessary documents from other departments regarding procurement process
Tasks:
- The tasks and responsibilities defined in this job description are non-exhaustive and can evolve depending on the project’s needs.
- The employee could be requested to perform other tasks as his/her line manager may judge necessary.
Requirements
Mandatory requirements
- Language skills: Fluent in Hausa and English (Kanuri is a plus)
- Education degree: National Higher Diploma, or any University Degree in a related field
- Work experience: Minimum 1 year experience in a logistics department
- Computer skills: Good knowledge of the MS office software including Word, Outlook and Excel.
- Technical skills: Previous experience in supply chain management assets
- Interests: Commitment to the NGO values and principles
Priorities of Department
- Increase efficiency in the supply management, AND ensure the continuity of the quality control
- Improve support to program
- Increase effectiveness
- Improve relationship with the programs team AND SUPPLIERS
- Verification of BASE Purchase files to prepare for audits
Transversal skills:
- Good negotiation and communication skills
- Conflict resolution and diplomacy experience
- Reliable, rigorous and well-organized
- Ability to be multi-tasking and willing to extend his/her scope of work
- Good management of time and of priorities
- Able to take initiative to deal with difficulties encountered in daily work
- Team spirit and problem solving skills
- Autonomous, neutral, hard worker
- Flexibility and adaptability skills
- Able to manage stress and pressure
- Honesty and integrity
- Sense of confidentiality
Method of Application
Interested and qualified? Go to Premiere Urgence Internationale (PUI) on forms.office.com to apply
