Supply Chain Associate (Procurement Senior Assistant)

Job Summary

The Procurement Senior Assistant supports the full lifecycle of procurement operations. This role is responsible for processing procurement requisitions, managing bid processes, coordinating with internal evaluation committees, preparing contracts and purchase orders, tracking deliveries, processing vendor payments, and maintaining comprehensive procurement records in compliance with organizational policies and authorization matrices.

Key Responsibilities & Accountabilities

• Requisition Management & Verification
• Receive, review, and consolidate procurement requisition forms to ensure completeness and compliance with the Purchase Authorization Matrix and organizational guidelines.
• Follow up with requesting units to clarify details and obtain necessary technical specifications or missing information.
• Sourcing, Bidding & Tender Administration
• Prepare procurement and tender documents, including Requests for Quotation (RFQs), Requests for Proposal (RFPs), and Invitation to Bids (ITBs).
• Solicit bids and quotations from qualified suppliers; receive, log, sort, and organize vendor proposals.
• Coordinate with the Bid Evaluation Committee (BEC) and Technical Working Group (TWG) to schedule bid openings, evaluations, and related administrative meetings.
• Draft Letters of Appointment for tender committee members and route them to designated signatories for official approval.
• Evaluation & Award
• Prepare comprehensive Bid Analysis Summaries (BAS) and share findings with requesting units.
• Participate in bid evaluation processes, providing administrative and technical input as required.
• Contracting & Purchase Order Execution
• Confirm terms, specifications, and timelines with selected suppliers upon procurement approval.
• Draft Purchase Orders (POs), contracts, and service agreements, ensuring all required internal approvals and signatures are secured.
• Vendor Management & Order Tracking
• Monitor open requisitions, track active purchase orders, and follow up with suppliers and requesting units to ensure the timely delivery of goods and services.
• Coordinate with receiving units upon delivery to obtain signed, satisfactory Goods Received Notes (GRN) or completion certificates.
• Invoice & Payment Processing
• Review vendor invoices for accuracy against PO terms and delivery documentation.
• Prepare payment requests and liaise with the Finance team to facilitate timely vendor payments.
• Record Keeping & Reporting
• Establish and maintain organized physical and electronic procurement files across the entire procurement lifecycle in accordance with institutional guidelines.
• Retrieve, analyze, and present procurement data from ERP/database systems; compile periodic summary reports highlighting key issues, bottlenecks, or achievements.
• General Duties
• Perform other related operational and administrative duties as assigned.

Required Qualifications & Experience Education

• Bachelor’s Degree in Business Administration, Accounting, Logistics, Supply Chain Management, or a related field from an accredited institution with 3 years of relevant professional experience; OR
• High School Diploma (or equivalent) with 5 years of relevant professional experience.
• Professional certification in Procurement, Supply Chain Management, or Logistics (e.g., CIPS, CSCP) is considered a strong advantage.

Experience

• Proven experience in procurement, vendor management, and logistics operations.
• Practical understanding of formal procurement rules, bidding procedures, and supply chain governance.
• Previous experience with international organizations, UN agencies, or multinational entities is an advantage.

Skills & Competencies

• Technical Skills: Advanced computer literacy, including proficiency in MS Office (Excel, Word) and ERP/procurement management systems.
• Analytical & Reporting: Strong ability to analyze data, identify discrepancies, and draft clear, concise analytical reports.
• Communication & Negotiation: Excellent verbal and written communication skills with strong negotiation abilities.
• Stakeholder Management: Demonstrated capacity to liaise effectively with national and international vendors, internal committees (BEC/TWG), and multidisciplinary teams.
• Organization: High attention to detail with proven ability to estimate realistic resource requirements, prioritize workload, and meet tight deadlines….