Procurement Assistant 147 views2 applications

VACANCY ANNOUNCEMENT

The International Committee of the Red Cross (ICRC) is an impartial, neutral and independent organization whose exclusively humanitarian mission is to protect the lives and dignity of victims of armed conflict and other situations of violence and to provide them with assistance.

For more information, visit website: https://www.icrc.org/

The International Committee of the Red Cross (ICRC) Delegation in Ethiopia is looking to hire an experienced, highly motivated and qualified person to fill the position of Procurement Assistant 1 (12 months Fixed Term contract) based in Addis Ababa.

PURPOSE

Procurement Assistant 1 assists the Buyers and the Logistics Country Procurement Manager, making information available on purchasing files and ensuring that they comply with ICRC rules. S/he carries out administrative work to help the procurement team function smoothly.

RELATIONSHIPS

• Internally, interacts with the Buyers, other logistics staff and finance staff.
• Externally, interacts with suppliers.

GENERAL DUTIES

• Understands and adheres to the seven Fundamental Principles of the International Red Cross and Red Crescent Movement
• Understands and adheres to the ICRC Code of Conduct
• Understands the roles of the components of the International Red Cross and Red Crescent Movement
• Respects and observes staff regulations and security rules at all times
• Represents the ICRC in a professional manner at all times
• Develops and maintains a pleasant and conducive working environment with colleagues and line managers
• Performs all duties with the highest level of confidentiality in the interest of the employees and the ICRC
• May be asked to perform tasks not covered in this job description and to provide support to other departments when necessary

ACCOUNTABILITIES AND RESPONSIBILITIES

Processing of Invoices

• Ensures to have an overall knowledge of the ICRC financial limits and procurement procedures
• Receives Invoices form finance, analyses them and compiles the pack of documents required for payment, strictly following ICRC financial limits and procurement procedures
• Ensures that Invoices are presented by the suppliers correctly for VAT exemption
• Ensures that all contractual obligations are met by the supplier, that quantity and quality of the goods/services was accepted by the ICRC
• Liaises with other units within the supply chain to obtain quality control certificates, confirmation of receipt and appropriate import-export documents (where necessary)
• Advises Purchasers and Suppliers of any mistakes or missing documents and seeks clarifications if needed
• Ensures that Invoices are validated in accordance with ICRC financial limits and procurement procedures
• Maintains a proactive relation with the finance department on follow up of payments and VAT exemption letters
• Takes into consideration payment deadlines and expedites the process if necessary

Finance and Administration

• Learns and implements any changes to ICRC standard purchasing procedures
• Ensures that purchasers respect financial procedures
• Provides Finance with updated information about the planned expenses by the unit – drawing up monthly and weekly expenditure forecasts.
•  Assists purchasers in timely accurate settlement of the working advances (if any)

Processing of correspondence 

• Ensures smooth flow of documentation within the Purchasing Unit
• Dispatches the documents requiring validation by CPM
• Ensures timely collection and distribution of unit’s external mail by the Clerk
•  Initiates supply requests or requisitions

Filing

• Ensures that Purchasers provide all the documentation required for closing of Purchase Orders
• Ensures that proper PO files with all relevant documents are updated
• Ensures that purchase files are maintained, auditable and in good order

Paperless Profiles – Closing PO files over CHF 7’500

• Ensures that all closed PO files with value over CHF 7’500 have all relevant documents, are auditable and in good order
• Ensures that Clerk compiles closed PO files as per the Checklist and obtains necessary validations
• Ensures that Clerk prepares copies of the PO files for ADD archive
• Ensures that Clerk submits all completed files on profiles to manage for review for audit and accountability

Archiving

• Is in charge of the Archives of the Purchasing Unit
• Ensures that Clerk registers and Archives the files of the Purchasing Unit as per ICRC procedure
• Ensures that PURCH Archives are maintained, auditable and in good order
•  Ensures that Clerk pprovides documents from the closed PO files and/or Archives to the unit, on request
• Advises CPM about the PURCH Archives coming up for destruction
• Arranges destruction of old PURCH Archives according to ICRC procedure

Suppliers’ Files Management

• Forwards to Finance all requests for new supplier registration, approved by CPM
• Opens the file for each supplier and maintains related documentation according to the procedure
• Updates and maintains suppliers files
• Ensures that each supplier file contains Application for supplier registration (version 2010) and ICRC general conditions of purchasing, signed and stamped by the supplier
• Ensures that Suppliers’ files are updated annually and contain all the required documents

Tender Box

Ensures that all tenders are launched and closed in a timely manner

Reports and Statistics

• Prepares monthly statistics reports for the unit
• Reports any changes on the local market (availability of goods, shortage, price increase, etc.)
•  Ensures that all department’s databases are used and filled correctly
• Provides documents from the closed PO files and/or Archives to the unit, on request

ADDITIONAL DUTIES

• Follows up on all work-related messages and correspondence with the relevant contacts and departments
• Is aware of the delegation’s objectives and has a good knowledge of the Movement and other contacts relevant to the position
• Represents the ICRC in an appropriate way during activities, in meetings and in the field, and avoids any activity that may reflect negatively on the ICRC’s image
• Takes responsibility for their own professional learning and development
• The employee may be asked to perform duties and tasks not covered in this job description as well as to provide support to other departments when necessary

MINIMUM REQUIREMENTS KNOWLEDGE & EXPERIENCE

• Degree or Certificate in accounting, purchasing or business administration (preferred)
• 4 years’ work experience in a similar field
• Previous working experience with International Organizations
• Excellent command of written and spoken English.
• Advanced computer skills (Word, Excel, Power Point, Databases) and fluent internet user
• Able to work independently, under stressful situations to tight deadlines with extensive working hours
• Team leadership skills
• Good analytical skills
• High organisational skills
• Rigorous, precise and honest with strong sense of responsibility and adaptability
• Knowledge of purchasing process is an advantage
• Willing to learn
• Good presentation skills