Reporting to Procurement Officer, the Procurement Assistant is responsible for the efficient procurement support of functions for IRC’s office in Al-Hassaka, Syria. The Procurement Assistant must be able to rapidly procure Program supplies, services, and equipment, whilst ensuring best practices and maintaining audit-compliant records.
Responsibilities:
- Read, understand, and implement standards involved in procurement as defined in manual and SOPs.
- Follow-up with program and support the teams to submit purchase requests.
- Manage to procure all necessary items for programs, offices, and residences.
- Materials purchased are of appropriate quality and price and are timely delivered.
- Maintain the IRC Purchase Request Tracking Sheet and submit routine reports to the Procurement Manager.
- Prepare procurement contracts and Purchase Orders.
- Ensure that payments are submitted to finance department without any delays.
- Coordinate with finance team in clearing payments against procured supplies and obtained services.
- Establish and maintain an ethical and professional working relationships with suppliers and service providers in the best interest of program activities.
- Update suppliers/service data base on monthly basis.
- Conduct regular market surveys to ensure that IRC is receiving the best value for money.
- Maintain a complete filing system for all procurement related documents according to IRC Procurement Manual.
- Ensuring that procurement is carried out in accordance with IRC and donor-specific polices.
- Attend all the procurement committee meetings and take minutes.
- Ensure integrated internal controls, timely payment of vendors and full, auditable support documentation.
- Ensuring that a transparent and responsive procurement process is implemented and maintained.
- Routine communication, coordination and planning with the relevant requesting staff / programs regarding the order and delivery of supplies.
- Ensuring that all Supplies, services, and equipment’s required are delivered in time.
- Establishment and maintenance of ethical, professional working relationships with suppliers.
- Maintain supplier information for regularly purchased items and be informed of current local market conditions.
- Engages in delivering request for quotations and quotations from authorized suppliers.
- Updates in a daily basis procurement report, (PRTS, Contract follow up, market price lists)
- Maintains an IRC Vendor database.
- Generate and / or maintain comprehensive price list for goods, services and equipment’s purchased by IRC
- Responsible for the implementation of standard filing system in Al-Hassaka Office for the SC activities, managing filing system and updating on a regular basis.
- Keep a clear follow up and clear flow of documentation related to SC activities.
- Any other duties or tasked delegated by procurement Manage, SC Manager, and Coordinator.