Procurement Assistant

A Leading NGO in Ramallah has an opening for a Procurement Assistant position

General Description

Support procurement to ensure smooth and efficient running of the organization in Ramallah Office, resources and services 

Duration:  One year with the possibility of extension 

Work Station: Position Based in Ramallah, Palestine   

Procurement Role:

• Assist the direct supervisor in procurement of goods, services and works in a timely and cost-effective way; timely manner while maintaining appropriate quality standards and specifications
• Assist in creating purchase orders and requisitions. 
• Provide support during interaction with vendors at all procurement processes phases, starting from expressing interest in tenders, responding to queries during the biding and submission process. 

• Follow up with vendors during the quotation collection phase and ensure they fully understand the organization’s documentation requirements for submitting their proposal. 
• Assist in analysing the quotations.
• Ensure that the delivered goods/ services meet the required specification and criteria.
• Handle the collection and filing of bank guarantees and cheques as stipulated in the contract terms.
• Coordinate with suppliers for order confirmation, delivery timelines and documentation.
• Assist the direct supervisor to ensure accurate and timely payment of invoices, as necessary for the business with the supplier
• Support in evaluating supplier performance based on quality, cost, delivery and responsiveness.

• Ensure that the correct documentation is obtained and archived according to the Organization’s financial and procurement procedures, and in compliance with relevant donors’ requirements and local laws, including but not limited to taxation, and customs clearance. 

• Assist in collecting and verifying vendors payments documents including obtaining invoices for submission to the finance department. 

• Tracking the timeline of contracts and their amendments. 
• Maintain and update the organization preferred vendor list.
• Perform any other duties assigned by the direct line manager. 

Compliance with donor requirements:

• Ensure the necessary vendor documentation and compliance with donor specific requirements; this may include specific procurement rules and reporting of expenses. Examples of donor requirements include:
• Anti-terror compliance (vetting, monthly sub-award reports) 
• Bidding thresholds and methods 
• Source and origin of products policies

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Qualifications and skills 

• Bachelor’s degree in business administration, or similar field. 
• 1-2 years of relevant working experience in procurement.
• Excellent command of English language. 
• Advanced command in using computer programs. 
• Ability to work under pressure and manager multiple tasks simultaneously.
• Proven organizational skills and ability to effectively manage multiple tasks 
• Ability to represent the organization on technical and functional issues according to the department's goals and perform the technical/functional level tasks that are related to their own function.

Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability, with qualities of patience, tact and diplomacy.

Please note that all applications should be submitted to the following email address: [email protected]