Key Responsibilities

A. Procurement Processing and Administration

Receive, register, and track purchase requests, RFQs, RFPs, tenders, and other procurement requests.
Review procurement files for completeness of required documentation and approvals.
Follow up with requesting sectors, Finance, suppliers, partners, and other relevant stakeholders on pending actions and documentation.
Support the preparation and issuance of Purchase Orders and related procurement documents.
Ensure that procurement documents are properly referenced, signed, and filed.

C. Supplier Management

Support supplier registration and collection of required supplier documentation.
Maintain and update supplier databases and records.
Assist with supplier due diligence and documentation checks as requested by the Procurement team.
Support the collection and filing of supplier performance information.

D. Procurement Tracking

Maintain accurate procurement tracking sheets and regularly update the status of ongoing procurement cases.
Monitor procurement deadlines and flag delays or pending actions to the Procurement Deputy Director.

E. Filing and Document Management

Maintain complete and organized electronic and physical procurement files in accordance with approved filing structure and naming conventions, including digitization and electronic archiving.
Ensure procurement records are complete, properly filed, and readily available for audits, donor reviews, and internal controls.
Identify missing documentation and follow up with relevant stakeholders.

F. General Procurement Support

Support market research and supplier identification when requested by the Procurement team.
Support procurement-related meetings, including preparation of documents and minutes when required.
Assist with urgent/emergency procurement activities in accordance with approved procedures.
Perform other procurement-related duties assigned by the Procurement Director or Procurement Deputy Director.

Function Specific Experience

Previous experience in procurement, administration, logistics, or a related field is preferred.
Good knowledge of Microsoft Office, particularly Excel and Word.
Good organizational and document-management skills.
Good written and verbal communication skills.
Ability to manage multiple requests and deadlines.
Attention to detail and accuracy.
Ability to maintain confidentiality and demonstrate integrity when handling procurement information.

Industry Related Experience

Experience in similar volunteer-based organizations or humanitarian organizations is preferred