Procurement Assistant 

Procurement

• Be familiar with, and follow, the approved Procurement policy and procedures
• Support procurement functions at AKESU.
• Work with the P&A Coordinator to establish a system of vendor qualification and maintain a database of preferred suppliers.
• Ensure PRFs submitted by users are properly completed with the correct required information.
• Support the P&A Coordinator to obtain quotations, create Competitive Quotation Analysis, issue LPOs upon authorization and monitor delivery of goods and services ordered.
• Maintain a procurement tracker to track and report on all procurement to ensure all procurement is done within timeliness standards set by the CFO.
• Coordinate between Accounts staff and suppliers on payment inquiries.
• Compile all procurement documentation in a timely manner and deliver to Accounts staff to ensure payment within 30 days of receipt of invoice
• Support central stores or other staff in quality assurance of deliveries and replacement of defective or unacceptable items.
• Review framework agreements with the P&A Coordinator on a quarterly basis and ensure all LPOs are done in accordance with the prices therein.
• Conduct quarterly market price checks to validate that the organization is getting the best possible prices on procurement.

Coordination of Transport

• Monitoring vehicles costs, fuel consumption, maintenance and repair cost.
• Initiate vehicle repairs as and when need arises
• Scheduling vehicles bookings according to the activities timetabled and other official bookings.
• Updating transport activities timetable in close collaboration with the different school activity leaders.
• Ensuring that all the vehicles are insured, licensed and have valid parking vouchers as required.
• Refueling AKES, U vehicles together with the drivers as and when required.
• Monitoring through the vehicle log books the daily use, the movement of all the vehicles and ensuring that the book is properly filled and signed.
• Ensure that drivers’ permits are up to date.
• Ensure vehicles are cleaned on a regular basis.

Administrative Work

Ensure that the following are kept up to date on a regular basis:

• Insurance
• Trading license for all the schools
• Occupational Health and Safety workplace certificate

Undertake such other tasks that may be assigned from time to time by the P&A Coordinator, the CFO or the CEO

The requirements

Qualifications & Experience

• University degree in Procurement, Business, Public Administration, or related field
• At least 3+ years of in-country work experience in procurement.
• Proficiency in Microsoft Office packages.

Skills (technical/behavioral):

• Strong personality and communication skills
• Ability to multi-task
• Strong bargaining and analytical skills
• Excellent presentation skills.

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