LIBERIA

Job Description

Position/Job Title: Procurement Assistant

Location: SOS Children’s Villages / Buchanan

Title of Immediate Supervisor: Children’s Villages Manager-Buchanan

Effective Start Date: 05th January 2022

Job Summary of this Position

The Procurement Assistant is charged with the responsibility and logistics aspects of SOS Liberia programs and assures the smooth running of material operations and the management of the organization’s assets, whilst applying the organization’s procurement policy and rules for managing its assets, and ensuring the security of both human and material resources.

Primary responsibilities:

The Procurement Assistant duties and responsibilities within SOS Children Villages Liberia are:

• He/she is responsible for the procurement of goods and services for office use as well and follows-up daily on the relevant procurement process
• Ensures all procurements are conducted in a fair and transparent manners, are fully documented and are in compliance with World Learning’s best practices,
• Establishes and Coordinate with vendors on the delivery and distribution of goods and services. Maintain ethical, professional working relationship with vendors
• Assures the filing and archiving of the daily logistics documentation and other requests • Ensures materials delivery is progressing according to QITABI schedules and guidelines • Develops timely procurement, stock, operations and logistics reports
• Searches for new sources of supply and controlling cost of purchasing

Core Functions / Responsibilities:

❖ Provides support and coordination of staff and activities in the procurement and logistics unit.

❖ Ensures the proper design and timely functioning of a service- and support-oriented procurement management system for SOS Liberia programs, including procurement, contracting and logistical support.

❖ Ensures that all necessary documents are collected and submitted to the Procurement Committee at all times a vetting process is required.

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❖ Keeps in mind program requirements, regional /donor regulations, SOS Liberia procurement policies and financial guidelines, establish, maintain and reinforce a catalogue of procedures governing procurement, contracting and logistics support activities for SOS Children’ Village Liberia program

❖ Establishes and maintain centralized records of all aspects associated with procurement and logistics of SOS Children’ Village Liberia.

❖ Establishes consistent communication, coordination and responsiveness with SOS Children’ Village Liberia Sr. Finance Assistant and Program Director on the status of procurement, contracting and logistics activities.

❖ Implements proper control and monitoring procedures for the procurement and contracting processes; responsible for ensuring the transparency and competitiveness of SOS Children’ Village Liberia bids analysis, and bidding and tendering processes.

❖ Work in Consultation with the C V Manager and the Executive Assistant, prepares and conducts Request for Quotations (RFQ’s), Purchase Requests, Bid Analysis Sheet (BASs), and review purchase receipts, quotations, bids and proposals, evaluations and negotiations of all goods and services to ensure compliance with SOS Children’ Village procurement regulations.

❖ Provides recommendations on pricing, sourcing and specifications relating material, goods and services for SOS Children’ Village Liberia program

❖ Creates and update a pricing list for most commonly used items for the program. ❖ Ensures that all paperwork and procedures are followed for procurement policy and guidance.

❖ Ensures that all procurement and contracting processes are in full compliance and all activities are up to date with SOS Children’ Village procurement guideline and reporting and auditing requirements.

❖ Implements effective internal control of assets, inventory and property management.

❖ Assists in the coordination of vehicle controls, supervision of drivers, and management of staff movements.

❖ Performs such other duties as may be assigned.

Professional & Educational Requirement

➢ Must have completed advanced first level certificate program in managing diverse procurement and logistics operations, but preferably a University Degree from an accredited academic institution, in Business Administration, Management, Procurement;

➢ Minimum of two to five years of experience in procurement ,procurement of goods and services, receipts and distribution

➢ Knowledgeable of procurement and logistics under USAID, or INGO projects ➢ Strong ability to source and develop relationships with vendors

➢ Computer literacy: MS Office, Internet browsing and email

➢ Fluency in English, both verbal and written is required

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LIBERIA

➢ Strong administrative and management skills

➢ Detail-oriented with excellent organizational skills

➢ Ability to prioritize and multi task

➢ Ability to work as a team player and adapt to quick changing situations

➢ Ability to work independently and within a team

➢ High level of integrity and ethical behavior

Behavioral

1. a) Takes responsibility and manages constructive criticism; b) works effectively with all clients and stakeholders; c) promotes continuous learning; communicates clearly; d)takes initiative and drives high levels of performance management; e) plans work, anticipates risks, and sets goals within area of responsibility; f) displays mastery of subject matter; g) contributes to a collegial team environment; h) incorporates child Protection and gender related needs, perspectives, and concerns, i)displays awareness of relevant technological solutions; j) works with internal and external stakeholders to meet resource needs of SOS

Technical

1. a) Effectively applies specialized knowledge of logistics and procurement to timely source goods and services; b) effectively works with vendors and service providers in compliance with SOS Liberia procedures to secure cost-effective quality solutions for SOS Liberia.

Emergency and Crisis

1. a) works effectively in high-pressure, rapidly changing environments; b) coordinates actions with emergency response actors and making use of coordination structures; c) supports adequate levels of information sharing between internal units, cluster partners, SOS Liberia and other emergency response actors; d) establishes and maintains effective relationships with implementing partners; e) makes correct decisions rapidly based on available information.

Languages

Fluency in English is required, but French is a plus.

❖ Reports directly to the Administration Manger.

❖ S/he is required to co-operate closely with the administrative team.

❖ S/he must maintain professional and viable working relationship with administration staff Supervision of ancillary staff.

❖ Collegial and team spirit with National Management Team /stakeholders

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LIBERIA

Evaluation:

The Procurement Assistant is assessed on a quarterly basis by the C V Manager to the overall work performance based on:

✓ The effective coordination of orderliness, accuracy, completeness, up-to-datedness of Result Base Management procedures.

✓ The efficiency and level of accuracy of following required administration procedures.

✓ Attitude and efficiency in performance of additional assigned duties.

✓ Leadership and staff /team management

Upgradability

The salary scale of the Procurement Assistant may be increased according to:

❖ Years of service, experience gained in SOS

❖ Additional duties and responsibilities assumed.

❖ Additional qualifications, experience gained relevant to the job, which significantly improves work performance.

Child Protection & Child Safeguarding

• Protect children from all forms of abuse, abandonment, exploitation, violence and discrimination.
• Report any CS suspicion, concern, allegation or incident immediately: IF IN DOUBT, SPEAK OUT!
• Act without delay: Failure to act may place the child in further danger.
• Involve the right people at the right time: CS reports should be made to the CS team at programme level and/or to the respective line manager.

Deadline for application is 14th December 2021.

All interested candidates are to apply via email address recruitment.hr@sosliberia.org or apply through the system below.

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