Procurement Assistant
Position Circumstances
- Career Category: Logistics, Admin / Supervisory, Assistant, Accounting
- Schedule:Full-time
- Salary: $363
Report to: Head of Supply Chain Management and Procurement.
Procurement Assistant will work under the supervision of Supply Chain Management and Procurement, he/she provides key support within HALO’s Cambodia programme. He/ She is based at HALO HQ office in Siem Reap but required to travel to our location offices in Anlong Veaeng, Kamrieng, Thma Da and East at regular basis.
Working Conditions
The staff shall be working on the support staff work cycle. However, with time-to-time request to respond to emergency needs and work during stand down, public holidays and weekends.
Duties & Responsibilities:
- Main Responsibilities
- Prepare and process requisitions and purchase orders for supplies and equipment.
- Maintain records of goods ordered and received by logistics unit.
- Assist in Forecasting procurement needs and advise on lead time.
- Assist to prepare purchase requisitions, follow-up on approvals and issues purchase orders in accordance with company policy and negotiated terms and conditions.
- Review, evaluate, and process invoices for final delivery to finance for supplier payment.
- Regularly communicate with supplier as per PO guidelines for price, delivery and build and maintain strong relationships with all vendors and suppliers.
- Ensure procurement paperwork is filled and archived in the HALO Cambodia systems.
- Collect goods/supplies from supplier based on the contractual terms on delivery.
- Liaise with storekeeper to ensure all goods/supplies arrive on time and in good condition.
- Travel to suppliers’ locations to procure goods as required.
- Assist in market surveys to determine the competitive market price and update management.
- Carrying out administrative tasks as needed, such as scanning and printing.
- Compliance
- Identify, mitigate, and escalate procurement risks to enable the organisation to meet its obligations and maximise business opportunities.
- Assist to generate reports on procurement and contract activity to conform to audit requirements.
- Ensure all the procurement processes are in accordance with the organization SOPs.
- Additional Duties
- Support in administrative related daily activities.
- Regular update the price list for supplies estimated pricing.
- Ensuring correct procedures are followed and checking receipt of goods and services before issuing of payment.
- Advise on requests placed to avoid duplicated supplies requests.
- Managing incoming and outgoing correspondence regarding procurement.
- Support procurement officer with regular follow-up during absence and assume responsibility.
- Assist in coordinating with the field teams to make accurate requests.
- Attend any partners’ procurement cluster meetings that the office will plan.
- Any other duties as may be required and deemed staff can execute.
- Communication
- Internal
- Coordinate with the HALO management and staff on requisition, approval, and lead time in a timely manner. Finance, Programme, HR, ICT, Fleet, Logistics, and Field Supervisors /Team Leaders.
- External
- Regularly liaise with the suppliers and other stake holders with professional norms on the procurement and regulatory requirements
Expected Profile of Candidates
Languages:
- English - Good
Work History:
- Procurement, supplies, and suppliers’ management for 2 years as a minimum
Skills & Knowledge:
General & Technical Skills
- At least certificate in Logistics management.
- Relevant training in Supply chain, Logistics, and procurement at national level
- Good level of command in English language for official communication
- Microsoft office application, with knowledge of other ERP systems for reporting
- Time management, procurement planning and monetary management skills.
- Knowledge of local market and principles of market survey
