Procurement and Operations Assistant at International Union for Conservation of Nature (IUCN)

MAJOR RESPONSIBILITIES:

• The role holder will be primarily responsible for the following:
• Timely processing & dispatch of purchase orders
• Tracking of annual Procurement Plans
• Tracking Purchase Requests and Purchase orders
• Procurement reports generate and avail relevant procurement reports; PRs progression status, LPO status and goods delivery status with various stakeholders.
• Maintenance and updating of the pre-qualified supplier list

SPECIFIC DUTIES:

• Procurement;
• Oversee project procurement functions to ensure value for money to the organization.
• Ensure transparency and integrity in the procurement processes in line with the procurement policies and guidelines.
• Consolidate and monitor procurement plans.
• Ensure correct implementation of procurement policy and guidelines.
• Participate in periodic review and updating of the supplier database which is able to adequately serve business needs.
• Learn grants compliance policies specific to individual donors.
• Prepare and share monthly reports to inform management decisions.
• Provide technical support to staff on procurement and operational processes and rocedures
• Prepare sourcing documents in line with the procurement policy and donor regulations.
• Prepare contracts, ensuring all approvals are obtained.
• Keep proper and an updated filling system for all procurement documents.
• Ensure contractual obligations are adhered to by all parties.
• Follow up and ensure timely delivery of requested supplies and materials and keep concerned project staff informed on the status of the delivery.
• Review and share the weekly procurement tracker.
• Timely and accurate submission of all financial documents to the finance department by the stipulated date to ensure Suppliers/service providers’ payments are done in a timely manner.
• Operations;
• Coordinate and schedule meetings, appointments, and internal/external events to ensure efficient use of time and resources.
• Handle a variety of administrative duties, such as filing, data entry, managing correspondence, and creating reports.
• Serve as a point of contact, responding to inquiries, relaying information, and maintaining effective communication channels with team members, clients, and vendors.
• Assist the line manager with daily administrative tasks, help implement new policies or procedures, and provide support for various projects.
• Monitor operational activities, analyze data to identify trends, and propose improvements to enhance efficiency and streamline processes.

POSITION REQUIREMENTS

Education;

• University degree in supply chain management, commerce or other related field.
• CIPS accreditation level 2
• Minimum of 2 years international procurement experience.
• Knowledge and understanding of public procurement policies.
• Solid Computer skills, including knowledge of MS Office applications. Knowledge of procurement applications is desirable.
• Excellent interpersonal and communication skills and solid organizational skills
• Ability to work effectively within a large, decentralized workforce and to operate effectively, with tact and diplomacy, in a multi-cultural, interdisciplinary environment.
• Willingness to travel.
• Experience in VAT exemptions procedures.
• Presentational and problem-solving skills.