Jobs

PROCUREMENT ASSISTANT

Job Summary

A Procurement Assistant in the UNC Project assists the Procurement Officer in planning and coordinating the activities of purchasing materials, supplies and services. He/she is responsible for compiling information, records, and drawing up purchase orders for procurement of materials and services for the Project. He/she also is responsible for local purchases and ensures that the office and clinic staff have adequate supplies to perform their duties efficiently.

Specific Duties / Responsibilities

• Perform purchasing duties
• Contact suppliers in order to schedule or expedite deliveries and to resolve shortages, missed or late deliveries, and other problems
• Prepare, maintain, and review purchasing files, reports and price lists
• Compare supplier’s bills with bids and purchase orders in order to verify accuracy
• Review requisition orders in order to verify accuracy, terminology, and specifications
• Calculate cost of orders, and forward invoices to Accounts Department
• Compare prices on a Bid Analysis Form, and verify specifications, and delivery dates in order to determine the best bid among potential suppliers
• Check supplies when they arrive to ensure that orders have been filled correctly and those goods meet specifications
• Monitor supplier performance recommending contract modifications when necessary
• Track the status of requisitions, contracts, and orders
• Maintain knowledge of the Projects and governmental rules affecting purchases, and provide information about these rules to organization staff members and to vendors
• Consult with Stores Officer and determine if inventory quantities are sufficient for needs, ordering more materials when necessary
• Maintain records of goods ordered and received
• Prepare reports regarding market conditions and merchandise costs
• Resolve vendor or supplier grievances, and claims against suppliers
• Analyze market and delivery systems in order to assess present and future material availability
• Locate vendors of materials, equipment or suppliers, and interview them in order to determine product availability and terms of sales
• Prepare and process requisitions online, and purchase orders for suppliers and equipment.
• Assist the Procurement Officer in compiling Procurement Reports as required
• Perform any other duties assigned.

Qualifications and Experience

• Malawi School Certificate of Education
• Certificate/Diploma in Purchases and Supplies
• Good Computer skills, MS Word and Excel
• Registered member of Malawi Institute of Procurement and Supply
• At least two years experience in procurement. Experience in procurement of medical supplies may be an added advantage
• Ability to ensure economic use of project resources

Please send your applications via email to:

The Country Director

UNC Project

Lilongwe

Email:

administration@unclilongwe.org

Deadline for receiving applications:

Thursday, April 11, 2024

Only shortlisted candidates will be acknowledged.