Procurement Assistant

Background

Life Makers Foundation is an Egyptian registered National youth-led, voluntary and non-governmental organization (Reg. Number 839). Since its establishment in 2011, LMF worked on youth development to build their capacities to develop societies and respond to humanitarian needs and disasters. It works directly and together along with partner organizations in 24 Egyptian governorates in youth development, education, health, livelihood, food security and basic needs sectors.

LMF adopts the core principles of humanity, neutrality, impartiality and independence in its operations to ensure the provision of assistance with no discrimination towards difference in ethnicity, religion, race or any other consideration. LMF provides development and humanitarian interventions for the most vulnerable while preserving their dignity and ensuring their participation.

Life Makers is a voluntary non-governmental, non-religious, non-political and non-partisan movement that was launched in 2003 for mobilizing the best of the human spirit to alleviate human suffering and to protect human life and human rights.

Job Description

Job Key Accountabilities Areas

·       Has a full understanding of procurement policies and formats and assist in preparing procurement plan.

·       Prepare all Purchase requests for all procurement activities for the program.

·       Search for new vendors who can provide items required for the programs and update vendor lists as required.

·       Write and format correspondence during all phases of tenders, contracts and coordinate contracts approval process.

·       Update filing system of contracts and tenders and lists of follow-up procedures for the implementation of contracts.

·       Registration in the books and records required for the procurement process.

·       Communicate and follow up with vendors for any information clarification related to the purchase request or order, or that relates to the technical specifications and special conditions.

·       Prepare tender announcements and letters of invitation to tender in the light of the tender requirements

·       Participate in the preparation of draft contracts for procurement, services and awarding orders.

·       Prepare distribution lists and communicate with vendors to coordinate the distribution to sites.

·       The Procurement Assistant will conduct himself/herself both professionally and personally in such a manner as to bring credit to the foundation.

·       Maintain the weekly procurement Tracker.

·       Follow up on the payments with the Finance.

Core Competencies and skills

Achievement focused:             

·       Follow Results-based management (RBM) in achieving planned goals and objectives.

Working Smart:

·       Achieve more in less time. 

·       Balances between work life and personal life to ensure the sustainability of high-quality performance. 

·       Able to contribute and create a participatory, enjoyable, fulfilling and rewarding work environment.

Accountability:

·       Holds self-accountable for making decisions and managing resources efficiently.

·       Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.

Ambition:

·       Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their own personal development and encourages others to do the same

·       Widely shares their personal vision, engages and motivates others to contribute to the bigger vision of LMF.

·       Future orientated thinks strategically.

·       Thinks globally and acts locally.

Collaboration:                                           

·       Builds and maintains effective relationships, with their team, colleagues, members and external partners and supporters.

·       Values diversity sees it as a source of competitive strength.

·       Approachable, good listener, easy to talk to

Creativity:

·       Develops and encourages new and innovative solutions.

·       Willing to take disciplined risks.

Integrity:

·       Honest, encourages openness and transparency. 

·       Degree in a relevant business field is desired;

·       2 years of experience in Procurement or secretarial work with Administration department.

·       Strong organizational skills; ability to interact effectively with international and national personnel;

·       Able to meet the deadlines.

·       Work under pressure.

·       Excellent oral and written English skills;

·       High computer skills on MS Office programs, especially in MS Excel;

·       A demonstrated ability to multi-task and process information into action.

·       A clear understanding of procurement ethics and donor compliance is desired;