Assistant Procurement Officer

7 hours ago

Pretoria, South Africa International Water Management Institute Full time

The Assistant Procurement Officer is responsible for providing efficient and timely procurement services for the Southern Africa office and handle all inward/outward shipments and clearance of goods on duty free basis, liaising with relevant Government Ministries, Departments & Authorities as required. The incumbent of this position is also required to monitor procurement activities and ensure compliance with IWMI procurement policy. The Assistant Procurement Officer should maintain impartial, ethical and customer-oriented relations with suppliers and exchange information with counterparts in other departments.

**DUTIES & RESPONSIBILITIES**:

- Responsible for managing day-to-day delivery of procurement and administrative services under the close guidance of functional head.
- Ensure that all procurement activities are carried out in accordance with IWMI’s Procurement Policy. Assist to periodically review the Regional Procurement Policy and recommend amendments to Procurement Policy as and when it becomes necessary.
- Maintain the highest professional, ethical, moral and legal standards in all procurement activities undertaken. All conflicts of interests, including any relationships with IWMI suppliers, should be promptly declared in writing.
- Obtaining quotations from both local and foreign suppliers for purchases of goods and services, track orders, follow-up deliveries as necessary to ensure delivery within the stipulated time frame, maintain updated records of purchased products, delivery information and invoices.
- Update and enhance supplier database for the Southern Africa office. The suppliers enlisted in the database shall have details of products and or services each supplier is capable of supplying and indicate the agencies/dealership they are accredited in the country of operations.
- Update and validate bank details of all suppliers ensuring that IWMI is able to make payments via bank. Collaborate with finance team members on contracts, invoicing, and other financial matters.
- Track and evaluate vendor performance and improvements related to pricing, contractual terms, and/or scope of services.
- Carry out due diligence on suppliers at the point of enlisting them and at periodic intervals to ensure that the suppliers enlisted have not been debarred by any national government. Any such finding should be reported.
- Conduct annual supplier feedback sessions (virtual /physical) covering all segments of goods and services procured to ensure opportunity is given to iron out any issues that the suppliers may have and to develop a good working relationship with them.
- Examine Purchase Requests to ensure conformity and liaise with requesters.
- Assist to prepare Request for Quotations (RFQ) documents to ensure that the bidding processes are in line with the established IWMI Procurement Policy / Financial Rules and regulations, prepare quote analysis documents with supporting documents to be submitted to Procurement Department at HQ as needed.
- Maintain records of procurement committee submissions, purchases, pricing, shipments and other important statistical data relating to procurement activities undertaken by the regional office.
- Represent the Southern Africa office at the IWMI Procurement Committee and ensure all Procurement Committee Meetings and the decisions of the committee are documented.
- Support quarterly updates for HQ procurement report as requested.
- Handle inward and outward shipping of personal and household goods of expatriate staff on arrival and departures at Regional Office.
- Submit clearance certificates to Senior Administrative Manager for obtaining duty free clearance from the Department of International Relations and Cooperation for the Institute and Hosted Centres’ purchases and personal household goods for IWMI staff.
- Prepare monthly bank charges upload sheet and ensure correct project allocation.
- Capture and upload transport pool and allocate to the relevant projects.
- Responsible for maintaining the Southern Africa Asset register.
- Manage asset disposal and review service providers/tenders once a quarter.
- Prepare and issue of invoices as needed and ensure payments are followed up and finalized within a reasonable time frame.
- Responsible for storeroom management and record keeping.
- Assist with providing supporting data for sustainability capturing to respective administrative assistant.
- Responsible for vendor creation for the Southern Africa office.
- Support finance and admin departments with any other finance/procurement related activities.
- Perform other related duties assigned by the supervisor.

**Requirements**:
**EDUCATIONAL QUALIFICATIONS & EXPERIENCE**:
**Essential,**
- Bachelor’s degree in Economics, Business Management, Finance, or a related field from a recognized and accredited university.
- At least 01 year of relevant experience in a reputed establishment directly involved in Procurement and Supply Chain Management.

**Desirable,**
- Cer

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