Procurement & Operations Assistant NGO Job IUCN

• Timely processing & dispatch of purchase orders
• Tracking of annual Procurement Plans
• Tracking Purchase Requests and Purchase orders
• Procurement reports generate and avail relevant procurement reports; PRs progression status, LPO status and goods delivery status with various stakeholders.
• Maintenance and updating of the pre-qualified supplier list

• Oversee project procurement functions to ensure value for money to the organization.
• Ensure transparency and integrity in the procurement processes in line with the procurement policies and guidelines.
• Consolidate and monitor procurement plans.
• Ensure correct implementation of procurement policy and guidelines.
• Participate in periodic review and updating of the supplier database which is able to adequately serve business needs.
• Learn grants compliance policies specific to individual donors.
• Prepare and share monthly reports to inform management decisions.
• Provide technical support to staff on procurement and operational processes and rocedures
• Prepare sourcing documents in line with the procurement policy and donor regulations.
• Prepare contracts, ensuring all approvals are obtained.
• Keep proper and an updated filling system for all procurement documents.
• Ensure contractual obligations are adhered to by all parties.
• Follow up and ensure timely delivery of requested supplies and materials and keep concerned project staff informed on the status of the delivery.
• Review and share the weekly procurement tracker.
• Timely and accurate submission of all financial documents to the finance department by the stipulated date to ensure Suppliers/service providers' payments are done in a timely manner.

• Coordinate and schedule meetings, appointments, and internal/external events to ensure efficient use of time and resources.
• Handle a variety of administrative duties, such as filing, data entry, managing correspondence, and creating reports.
• Serve as a point of contact, responding to inquiries, relaying information, and maintaining effective communication channels with team members, clients, and vendors.
• Assist the line manager with daily administrative tasks, help implement new policies or procedures, and provide support for various projects.
• Monitor operational activities, analyze data to identify trends, and propose improvements to enhance efficiency and streamline processes.

• University degree in supply chain management, commerce or other related field.
• CIPS accreditation level 2
• Minimum of 2 years international procurement experience.
• Knowledge and understanding of public procurement policies.
• Solid Computer skills, including knowledge of MS Office applications. Knowledge of procurement applications is desirable.
• Excellent interpersonal and communication skills and solid organizational skills
• Ability to work effectively within a large, decentralized workforce and to operate effectively, with tact and diplomacy, in a multi-cultural, interdisciplinary environment.
• Willingness to travel.
• Experience in VAT exemptions procedures.
• Presentational and problem-solving skills.

• Fluency in English, both written and verbal. Fluency in local languages an added advantage.

• Transparency: Able to build trust and contribute to informed and responsible decision making by carrying out the work of IUCN in a transparent manner; provides clear guidance to ensure that objectives and desired measurable results are understood by members of the team.
• Inclusiveness: Understands and accepts cultural diversity, and provide a tolerant, positive and supportive working environment that fosters respect for diversity, demonstrates ability to work in a multicultural, multiethnic environment and to maintain effective working relations with people of different nationalities and cultural backgrounds.
• Professionalism: Promote the organization's interests, objectives and values in a diligent and professional manner.
• Accountability: Takes responsibility of individual and collective actions, promotes the IUCN One Programme approach.

• Must be highly organized, detail-oriented, and self-motivated with the ability to multi-task and prioritize needs
• Possess energy, drive, enthusiasm, commitment and passion for high quality work.
• Proven interpersonal skills and be to establish and maintain effective working relations with people in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.
• Must be dependable, a good team player and able to work independently as well as have the ability to learn quickly and expand scope of functions.
• Capacity to work under pressure, meet tight deadlines and produce high quality documents at short notice.
• Responds positively to critical feedback and differing points of views.
• Demonstrated ability to work with limited supervision and manage work in demanding environment.
• Committed to continuous learning and self-development.

Corporate Staffing