JOB DESCRIPTION
ADMIN & PROCUREMENT ASSISTANT
Job Purpose:
Under the supervisors of Admin & Procurement Manager handles administrative details and provides basic administration/ office services by implementing administrative & procurement systems, procedures and policies.
Administrative Assistant Job Duties:
- Maintains record keeping systems
- Assists Manager in resolves administrative problems & issues
- Ensures smooth functioning of all equipment by completing preventive maintenance requirements; calling for repairs & maintaining equipment inventories
- Provides information by answering questions and requests.
- Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
- Assists Manager in logistics, and travel arrangement for all staff attending training or workshops
- Assists in maintaining a sound inventory system
- Coordinates workflow with other departments
- Perform any other task as and when assigned by the line supervisor.
Procurement Duties:
- To assist in planning and perform work that involves ordering, receiving, inspecting, returning, unloading, packing, labeling and maintaining all procurement.
- Assist in pre-qualification bid opening process.
- Examine and inspect stock items for wear or defects.
- Help in compiling and maintaining a qualified bidder list.
- Keep record of the incoming and out-going stock.
- Help in preparing and printing of Purchase Orders.
- Maintain records and initiate claims against vendors for short, incorrect and damaged supplies.
- Maintain procurement related records.
- Verify requisitions, solicit bids and ensure the policy implementation per procurement standards
- Assist to complete supporting documentation (Purchase Requisitions, Bids, Vendor Invoices, Goods Delivery Notes etc.) for payment process.
- Maintain record of advances made in connection with purchases.
- Maintain the necessary purchasing databases, vendor listings, and files and update them regularly.
- Maintain record and keep department up to date with the status of outstanding/past due orders.
- Help in searching for new sources of supply for goods and services.
- Maintain both printed and electronic records for audit purposes.
- Orders/re-orders department’s supplies
- Perform any other related tasks assigned by Supervisor and/or Management
Education:
Bachelor degree or equivalent
Experience:
2-3 years of relevant experience in administration and procurement department
Qualification:
A certificate in office administration is desirable
Technical knowledge and skills:
Working knowledge of office administration and procurement policies and procedures
Strong IT skills, particularly in use of MS office application including spread sheets
Behavioral competencies:
Maintain strict confidentiality in performing the duties
Honest and trustworthy
Possess cultural awareness and sensitivity
Flexible & is able to work under pressure
Attention to details & high level of accuracy
Team working
Strong organizational and prioritizing skills
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DIL Core Values and Commitments;
- Transformation: We transform lives and empower communities by pursuing innovative ideas and approaches that improve students' learning outcomes and soft skills
- Excellence: We are committed to achieving the highest level of impact through excellence in service delivery and educational products
- Collaboration: We take a democratic and participatory approach in all aspects of our work
- Equity: We exercise fairness, compassion and respect when dealing with each other and those around us
- Integrity: We strive to set high moral and ethical standards for ourselves and to gain the trust of others
- Transparency: We exercise strong internal controls and transparency and are fully accountable to our donors and the people we serve
- Flexibility: We drive and embrace change and are willing to try out different, pioneering approaches
DIL is committed to ensuring that DIL staff is suitable to work with children and have the knowledge s/he needs to uphold and abide by the DIL’s Child Protection Policy.