The Logistics (Procurement) Assistant is to support the day-to-day operations of the department; to support supplier management, process small procurements, process payments, etc. under the direction and guidance of the Logistics (Procurement) Coordinator.
Responsibilities
Professional competencies
Generic responsibilities:
- Adhere to NRC policies, handbooks, guidelines, and donor requirements.
- Implement delegated logistic functions portfolio according to Plan of Action under Logistics Coordinator Supervision.
- Ensure daily operational procurement activities done according to the plan.
- Ensure proper filing of all Procurement support documents.
- Promote and share ideas for improvement of the procurement function.
- Assist in the procurement process, including conducting market research, identifying potential suppliers, and obtaining quotations or proposals.
- Assist in updating the procurement trackers regularly if needed.
- Assistance in the creation and management of purchase orders, ensuring accuracy and adherence to established procedures.
- Assist in maintain comprehensive and up-to-date records of procurement activities, contracts, and supplier information in hard and soft copies on SharePoint.
- Perform other duties, as assigned by Line Manager.
Specific responsibilities: - In the absence of Procurement officer, and logistics coordinators assist in preparing requests for quotations and source bids & quotations per NRC procurement regulations and thresholds
- In the absence of Procurement officer, and logistics (procurement) coordinators prepare award and regret letters, followed by their distribution to the respective bidders
- In the absence of Procurement officer, and logistics (procurement) coordinators assist in preparing contracts using NRC Ukraine templates. Support in the preparation Request for Quotations, Tender packages and bid analysis for complex purchases and submit them to signatories for verifications and approval
- In case of need and required due to workload input data and reflect in proper way all procurement stages in the Agresso procurement system according to the manual. Upload to the Agresso system all necessary procurement documents
- Update Logistics (Procurement) staff, other support and programme staff with relevant information about delivery of goods or providing requested services
- Prepare payment packages, obtain approvals and submit to finance for processing, and shared update information with relevant staff.
- Make sure that all regularly monthly/quarterly and yearly payments is prepared. Validated and submitted to the Finance department are done and submitted.
- Follow up and making sure the collection of required documents from other NRC colleagues/ departments/suppliers/service providers.
- Upon completion of the procurement file, regularly shifting/moving procurement files to from working share point to the New Filling tree.
- Maintain proper files for procurement documents (and upload all documents in Agresso).
- Deliverable make sure weekly deliverable (task planning + Task update on the regularly basis with Logistics Coordinators and Procurement manager.
- Summary monthly reports, inclusive of number of payments process and list of the completed procurement moved to new filling tree.
Qualifications
Generic professional competencies:
- Bachelor's degree in relevant field (economics, logistics, or any other field).
- English level — intermediate.
- Previous working experience in INGO/UN agencies is highly desirable
- Proficient in using software and Microsoft Office (Word, Excel, and PowerPoint).
- Effective communication skills, both verbal and written.
- Ability to work collaboratively in a team environment.
