Under the direct supervision of the Local Procurement Officer of the EUFF Programme and the general supervision of the ERCU Coordinator, while adhering to the Organization’s prevailing rules and practices, the Assistant to the Local Procurement Officer will undertake all tasks delegated to him by his direct supervisor and will assist him/her in all his/her tasks; and in particular:

- Assist the Local Procurement Officer in the supervision and management of the Procurement Unit in charge of the EUFF and ensure the interim when needed.

- Assist the Local Procurement Officer in undertaking and supervising all Procurement actions and related duties in the frame of this Programme.

- Check whether requests for action under his responsibility (assignment made by the Procurement Officer) are in accordance with relevant rules and procedures of the Organization and advise the Procurement Officer of results of preliminary review.

- Draft communications with procurement actions requesters to obtain additional information that may be required to complete the procurement process including review by Procurement Committee. Determine approval level required and prepare communications to relevant officers to obtain necessary approvals.

- Make initial recommendation regarding the type of bid to be requested.

- Assist in making a preliminary review of bids received (i.e. prepare Commercial Resume for the review/approval of the local PO) and forward bids to requester.

- Ascertain that all relevant approvals and clearances have been obtained. Under the direction of the local Procurement Officer, prepare and then issue tender documents, Purchase Orders/Contracts and POs/Contracts amendments using appropriate standard models amended as appropriate, ensuring that all relevant information has been provided and that tenders/contracts documents are complete and correct in all details.

- Respond to telephone/email queries from potential suppliers, bidders, contractors, requesters and directs queries as necessary to responsible Officers thus to prepare/issue official clarifications to all invited vendors.

- Provide all preparatory support for the production of tenders/contracts and amendments in connection with the computerized systems used for contract preparation and maintenance of data. Throughout the life-cycle of a contract, obtain, input and maintain the information required by the computerized contracts systems, including financial, supplier and statistical data, in accordance with the prevailing instructions and procedures.

- Dispatch to suppliers invitations to bid, clarifications, purchase orders/Contracts, amendments to PO/Contracts both by email and physically by hand when needed.

- Collect open bids directly at the suppliers’ sites when needed.

- Monitor and carry out follow-up action on both invitations and POs acknowledgement, delivery by suppliers and acknowledgement by consignee, to ascertain that goods are shipped according to promised schedules and arrive to such schedules in order to close POs/CTs.

- Undertake general review of pending matters in the unit and report to the Officer concerned. Drafts on own initiative routine correspondence related to follow-up matters.

- Ensure collection and maintenance of accurate statistics information regarding average prices for key commodities and equipments, enter these statistics on a electronic sheet and distribute it on a monthly basis to all project managers and other staff usually requesting procurement actions to the Procurement Unit thus to ensure that correct and updated estimated costs are available to all those who are requested to prepare/submit PRs.

- Performs other related duties as required as the above list of tasks is not restrictive but only indicative.

The candidate should demonstrate the following qualifications/skills

• Relevant studies in Management /Administration/ Accounting or related field;
• At least 6 years experience in Administration, Finance and or Logistics of NGO’s among 3 three years experience with UN Agencies;
• Relevant experience in procurement procedures, preferably in NGOs or UN agencies ;
• Advanced computer knowledge, particularly Excell spreadsheets, Database or any accounting software or procurement portal software will be a must
• Very Good organizational skills, communication skills both written and oral French;
• Demonstrated ability to work under pressure
• Good interpersonal skills

- CV
- Copy of diploma
- Letter of motovation

The envelopes must be sealed: Vacancy position "Procurement Assistant".

2011-01-21