Job Responsibilities

• Assist in preparing procurement plan on a quarterly basis for all office consumable items;
• Using GRMS (Global Resource Management Systems) software for creating PR (Purchase Requisition) for any type of procurement;
• Assist the Procurement Specialist and Procurement Assistant in preparing and issuing tender documents, Purchase Orders/Contracts and POs/Contracts amendments using appropriate standard models appropriate, ensuring that all relevant information has been provided and that tenders/contracts documents are complete.
• Dispatch to supplier’s invitations to bid, clarifications, purchase orders/Contracts, amendments to PO/Contracts both by email and physically by hand when needed.
• Respond to telephone/email queries from potential suppliers, bidders, contractors, requesters and directs queries as necessary to responsible Officers thus prepare/issue official clarifications to all invited vendors.
• Monitor and carry out follow-up action on both invitations and POs acknowledgement, delivery by suppliers and acknowledgement by consignee, ascertain that goods are shipped according to promised schedules and arrive as per schedules in order to close PO.
• Support in filing all procurement documents for easy retrieval when required.
• Maintain and update the procurement monitoring date base including keeping track of all Purchase Orders issued and make recommendation for payment.
• Serves as focal point for vendor management including vendor registration, vendor performance rating and reviewing list of invitees (vendor) for each solicitation;
• Backstop the Procurement Assistant during his/her absence.
• Perform other related duties assigned by the supervisor