Procurement Assistant – School
Meal Project

Scope of Work:

The Procurement Assistant supports the Procurement Officer in the timely and compliant procurement of food commodities, kitchen supplies, packaging materials, and services required for the School Meal Project. The role focuses on documentation, coordination, and operational support to ensure smooth procurement processes in line with organizational policies and WFP donor requirements.

Key Responsibilities

• Assist in preparing RFQs, ITBs, and RFPs as per procurement plan.
• Support collection, recording, and preliminary review of vendor quotations and bids.
• Assist in preparation of bid opening, evaluation summaries, and comparison sheets.
• Prepare draft purchase requests and purchase orders for review and approval.

• Coordinate with suppliers regarding quotations, delivery schedules, and documentation.
• Follow up on purchase orders to ensure timely delivery of food items and supplies.
• Support vendor registration and maintain updated vendor databases.

• Maintain complete and organized procurement files (hard and soft copies).
• Ensure proper documentation including quotations, contracts, delivery notes, GRNs, and invoices.
• Support audit readiness by ensuring procurement records are complete and accessible.

• Coordinate with logistics and operations teams during receipt and distribution of procured items.
• Assist in verification of quantities and specifications against purchase orders and delivery notes.
• Support preparation of Goods Received Notes (GRNs).

• Maintain procurement trackers and status reports.
• Support monthly procurement reporting to management and donors.
• Assist in tracking procurement timelines and flag delays.
• Ensure procurement activities follow organizational policies and donor requirements.

• Maintain confidentiality and uphold ethical procurement practices.
• Report any procurement-related irregularities to the Procurement Officer.

Required Qualifications & Experience

• Bachelor’s degree in Business Administration, Procurement, Supply Chain, or related field.
• Minimum 1–2 years of experience in procurement or logistics support, preferably in NGO or donor-funded projects.
• Familiarity with procurement documentation and vendor coordination.
• Proficiency in MS Office, especially Excel.
• Experience in food or humanitarian procurement is an advantage.