Procurement Associate (m/f/d)

1. Duties and Responsibilities

General:

This job is within the frame of the Syrian Recovery Trust Fund (SRTF).

Under the guidance and supervision of the Head of Procurement Section, the Procurement Associate provides procurement services ensuring high quality and accuracy of work. The Procurement Associate promotes a client, quality and results-oriented approach in the Section. He/She works in close collaboration with Procurement Officer, the operations, programme and projects’ staff to exchange information and ensures consistent service delivery.

Specific responsibilities and duties include:

• Assist the Procurement Officer and the Head of Procurement Section (PRSH);
• Approach new potential suppliers and maintain the suppliers’ database;
• Assist with the preparation of bids, contracts and purchase orders for provision of goods, services and works;
• Follow up on bid deadlines, correspondences and contracts;
• Keep record of all received bids from suppliers;
• Coordinate with the Programme section to ensure approvals are granted in timely manner in compliance with the procurement and operations procedures and manuals;
• Follow up with suppliers and compliance section on vetting information;
• Control procurement forms, specifications and other technical information relevant to procurement procedures;
• Assure full compliance of procurement activities with organisation’s rules, regulations, policies and strategies;
• Assist in inspections of material with Programme staff;
• Monitor the stages of delivery of ongoing procurement processes;
• Clerical work, scanning of documents related to procurement activities;
• Maintain the procurement overview.

2. Competencies

General Competencies

• Demonstrate/safeguard ethics, integrity and sound judgment in multi-cultural work space;
• Self-development, initiative-taking;
• Act as a team player and facilitate team work;
• Facilitate and encourage open communication in the team, communicate effectively;
• Create synergies through self-control;
• Manag conflict;
• Learn and share knowledge and encourage the learning of others;
• Multi-tasking;
• Organise and prioritise work schedule to meet organisation’s needs and deadlines.

3. Supervision and guidance received

• The Incumbent will work under guidance of Procurement Officer and under supervision of the Head of Procurement Section;
• The Incumbent shall collaborate with and coordinate on procurement issues with other Procurement Officers on tasks assigned to him/her.

4. Qualifications/ Experience/ Language

• University degree in Business Administration or a relevant business field is desirable;
• At least three (3) years of relevant experience is required at the national or international level: 
  o    Experience in procurement or projects’ related area;
  o    Experience in sourcing and purchasing in Syria of goods and services relevant for at least one of the main focused areas (rehabilitation of public services infrastructure for electricity supply, water supply, health service, education);
  o    Reasonable knowledge of the Arabic market for goods and services for emergency and rehabilitation aid in other sectors not covered above, including repair and transport services;
  o    Experience in the usage of computers and office software packages (MS Word, Excel, etc.) 
  o    Procurement Certificates (e.g. CIPS) would be an asset;
  o    Good communications skills;
• Excellent working knowledge of written and spoken English and Arabic.
• Knowledge of Arabic is an asset;

5. Duration of Assignment

Annual contract renewable, with 3-months probation period.