Procurement Assistant

The incumbent is responsible for performing a variety of administrative duties and provides assistance with preparation of all procurement documentation and general procurement tasks for the Institute.

Key Duties And Responsibilities:

• Participates in the provision of procurement and disposal services in accordance with the relevant legislation, policies, procedures, rules and regulations.
• Issues tender documents and maintain and update the register of pre-qualified contractors.
• Prepares documentation for pre-tender and site visit meetings.
• Implements measures to identify and prevent fraudulent practices.
• Reviews Tender submissions prior to vetting by the Tender Evaluation Committee (TEC) and Procurement Disposal Advisory Committee (PDAC).
• Records minutes of meetings for circulation.
• Prepares evaluation reports for approval and signatories of TEC/PDAC to facilitate Contract Awards.
• Solicits quotations and product specifications from suppliers.
• Evaluates quotations for goods and services under 50K.
• Supports User department in collating their delivery times for equipment and service with suppliers/contractors.
• Liaises and follows up on the status of issues with internal and external stakeholders to expedite the procurement process and to rectify anomalies and expectations on a timely basis.
• Assists in the compilation of status and handover reports upon completion of delivery and acceptance of equipment in the absence of the Storekeeper.
• Conducts quality control checks to ensure that tender packages, requests for proposals, expression of interest, pre-qualification documentation and other contract deliverables are prepared and dispatched in compliance with contractual arrangements.
• Accurately maintains departments records electronically.

Education:

• University degree in Management Studies, Public Sector Management, Finance, Law, Economics or Marketing.
• CIPS Certification Level 2.

Experience:

• At least 3 years’ experience working with database and/or in a Procurement environment

Knowledge, Skills, Abilities etc.

• Working knowledge of procurement methods and procedures, laws, rules and regulations governing the purchasing of items from local and foreign sources
• Excellent oral and verbal communication skills
• Good interpersonal skills/team player
• Attention to detail/excellent accuracy
• Ability to function with a high level of professionalism when interacting with external and internal clients.