Procurement Assistant ( Afghan Nationals Only )

Job Description

General Duties:

- Reporting to procurement officer/manager and is responsible to provide efficient and on time support on the management of procurement functions for IRC-A office in Kabul and fields. The incumbent will support the procurement process of program supplies, services, and equipment, whilst ensuring best practices and maintaining audit-compliant records. Apply IRC way all the time.

Specific Duties:

- Ensure that a transparent and responsive procurement process is implemented/carried out and maintained in compliance with the IRC procurement policies and procedure as well donor specific rules. - Conduct market assessment/survey on scheduled/planned basis for all the categories of spend. - Update/maintain vendor information for regularly purchased items and be informed of current local market conditions. - Provide procurement support to procurement and program staff as required. - File all the procurement documentation in a professional/organized manner. - Maintain professional tracking/record of all procurement and keep the status updated all the time. - Establishment and maintenance of ethical, and professional working relationships with suppliers/vendors, and other concerned stakeholders. - Attend all the procurement related meetings as directed by the supervisor. - Distributing the RFQs in market to eligible/potential suppliers as requested/needed. - Maintain good coordination with finance, admin, and program departments to ensure integrated internal control, timely payment of vendors and availability of full auditable support documentation. - Routine communication, coordination, and planning with the relevant requesting staff / programs regarding the order and delivery of supplies. - Ensuring that all supplies, services, and required equipment are delivered on time. - Implement the clean desk policy all the time, ensure full confidentiality of the procurement documents. - Keep very close and professional working relationship with the IRC-A SC staff. - Ensure to apply the IRC procurement SOPs and IRC way in all aspects of procurement. - Advise the procurement officer/manager regarding the procurement-specific issues or improvements. - Any other duties or tasks assigned by the supervisor.

Expected Deliverables:

- Provide monthly reports on-timely basis to procurement officer/manager. - Update/maintain the pre-qualified vendor database. - Generate and maintain comprehensive price list for goods, services purchased by IRC-Kabul. - Submit monthly list of commitments to procurement officer/manager. - Produce routine purchase status reports to procurement officer/manager, program (BHs) and Finance. - Update/maintain the purchase request tracking sheet, payment tracking sheet, contract tracking sheet, and submit along with other procurement related routine reports to procurement officer/manger as needed/requested.

Qualifications

- Strong sense of personal integrity. - Attention to details. - Strong interpersonal skills. - Having ability of multitasking. - Team spirit and problem-solving abilities. - Knowledge of generic procurement procedures and practices. - Familiarity with major donor and local regulations / laws. - Having good mathematical skills. - Competent use of office automation especially word processing and spreadsheet. - Bachelor’s degree in the field of Business Administration. - Having at least 1 to 2 years of working experience with INGOs or UN agencies in procurement. - Good command of English, Pashto, and Dari. - Strong organizational and management skills. - Having strong computer skills. - Having flexibility, and ability to work under pressure. - Having adaptability of working in a multi-cultural environment. - Ability of traveling to the field sites for providing support to supply chain staff as needed/requested.