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Procurement Assistant

Corniche Elnile, Maadi, Egypt

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.

Experience Needed: 2 Years
Career Level: Experienced (Non-Manager)
Education Level: Bachelor's Degree


Location :
Maadi


Job Description

Job Purpose : 

The overriding objective for all procurement activity is the prompt and effective provision of materials, Products and services to Life Maker’s beneficiary populations in compliance with donors and volunteers specifications. The Procurement Assistant is responsible for supporting the procurement officer with procurement activities related to Life Makers’ programmatic, Fundraising and logistic operations. S/he will work closely with Programmers operation, Administration, Fundraising, Finance and Logistics and is instrumental in supporting programmers activities through his/her services

Responsibilities             

 *       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 programmer.

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

*   Other duties as assigned

                                                                            

Core Competences and Skills                                                                                                                                 
*   External Focus (B): Takes personal responsibility for needs being met

*     Team Work (B): Actively involves, engages and supports others

*      Inspiring and Motivating Others (A): Demonstrates drive and self –motivation

*   Communicating & Influencing (B): Tailors and structures communication to specific   audience 
*      Professional Expertise (B): Ensures professional competence
*   Strategic Thinking (B): Considers the wider picture and brings this understanding to bare on decisions / actions
*        Commercial Knowledge & Focus(B): Takes a commercial view when making decisions and taking action
*   Setting Goals & Priorities (A): Clearly understands own objectives /goals
*   Analysis & Problem Solving(A): Tackles familiar challenges logically and applies appropriate solution

*       Decision Making (A): Makes straightforward routine decisions
*     Planning & Organizing (A): Plans specific activities
*        Managing and Driving Performance (A): Takes accountability and ownership for own performance
*     Developing Self & Others(A): Pursues development in line with job requirements
*      Innovation & Continuous Improvement (A): Adapts ideas and accepts change


 Job Requirements   

 *  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

*  Proactive in identifying difficulties and working cooperatively to solve them   









     
     

     
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