Area Procurement and Administration Assistant

Role description:

The Admin and Procurement Assistant will work under the overall guidance of the Area Program Manager. The Admin and Procurement assistant will have indirect reporting lines to the Senior HR/Procurement Officers. S/he will be responsible for planning, implementing, and managing administrative and procurement related activities. Moreover, she/he will be responsible for managing communication and accounts related activities. She/he will have the following specific duties and responsibilities.

Responsibilities

Administrative:

• Work for arranging several workshops, seminars, meetings as a team member.
• Manage local and international travel for the project staff.
• Ensured security clearance, travel authorization, tickets etc for field visit of project official.
• Maintain Inventory and records for vehicles, non-expandable assets, IEC and Training materials, VC forms, office supplies.
• Deal with travel and transport arrangement, material distribution to the field etc.
• Assist for hiring consulting firm/individual for any services and deal with contractor/consultant for receiving the deliverables, evaluate their performance through verify contractual provision in line with the TOR as well as contract agreement and process the payment to them.
• Assist to ensure security management of the office and project assets through monitoring of security guards.
• Perform any other duties and responsibilities assigned by the Line Manger.
• Work assigned duties by the Line Manager as and when required.
• Assist to ensure monitoring of staff attendance, leave record and official movement during office hour.
• Monitor Leave record for personnel.

Procurement:

• Assess procurement requirements, prepare procurement plans, draft specifications, and initiate procurement process.
• Assist to prepare procurement / tender documents for RFQs, RFPs, OTM/ITB etc for procurement.
• Arrange TOC and TEC meeting to evaluate tenders and quotation documents as and when required.
• Check quality of deliverables and ensure that procured items are delivered properly as per specification as well as contract agreement and deal with performance evaluation of vendors.
• Assist to ensure timely procurement of goods/logistical requirement and services through monitoring the procurement progress with the AKFU Procurement unit and follow up with vendors.
• Prepare reports on procurement for project management, and others.

Competencies

Corporate and Functional Competencies:

• Demonstrate integrity by modelling AKF’s values and ethical standards (human rights, peace, understanding between peoples and nations, tolerance, integrity, respect, results orientation (AKF core ethics) impartiality.
• Promotes the vision, mission, and strategic goals of AKFU.
• Displays culture, gender, religion, race, nationality, age sensibility and adaptability.
• Maintain relationship with primary and secondary stakeholders, focus on impact, response positively and give feedback timely & also timely response to queries.
• Demonstrate good oral and written communication skills.
• Demonstrate openness to change and ability to manage complexities.
• Demonstrate administrative skills and demonstrated results-oriented approach to work.

Development and Operational Effectiveness

• Strong administrative and analytic skills along with timely procurement of the goods and services.
• Ability to maintain records, skills of compliance of the goods & services as well as communication and presentation skills are required.
• Ability to accommodate cultural sensitivity and respect human rights and gender issues in the workplace. Ability to work in a multi cultural environment.
• Computer and internet expertise is mandatory.
• Ability for establishing and maintaining good working relationships to facilitate work goals.

Knowledge Management and Learning

• Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan.

• Excellent communication skills (written & oral), sensible responsive to all partners, respect, and helpful relation with all AKFU and project staff.

• Promote a learning Environment. Role description:

  The Admin and Procurement Assistant will work under the overall guidance of the Area Program Manager. The Admin and Procurement assistant will have indirect reporting lines to the Senior HR/Procurement Officers. S/he will be responsible for planning, implementing, and managing administrative and procurement related activities. Moreover, she/he will be responsible for managing communication and accounts related activities. She/he will have the following specific duties and responsibilities.

  Responsibilities

  Administrative:

• Work for arranging several workshops, seminars, meetings as a team member.

• Manage local and international travel for the project staff.

• Ensured security clearance, travel authorization, tickets etc for field visit of project official.

• Maintain Inventory and records for vehicles, non-expandable assets, IEC and Training materials, VC forms, office supplies.

• Deal with travel and transport arrangement, material distribution to the field etc.

• Assist for hiring consulting firm/individual for any services and deal with contractor/consultant for receiving the deliverables, evaluate their performance through verify contractual provision in line with the TOR as well as contract agreement and process the payment to them.

• Assist to ensure security management of the office and project assets through monitoring of security guards.

• Perform any other duties and responsibilities assigned by the Line Manger.

• Work assigned duties by the Line Manager as and when required.

• Assist to ensure monitoring of staff attendance, leave record and official movement during office hour.

• Monitor Leave record for personnel.

• Procurement:

• Assess procurement requirements, prepare procurement plans, draft specifications, and initiate procurement process.

• Assist to prepare procurement / tender documents for RFQs, RFPs, OTM/ITB etc for procurement.

• Arrange TOC and TEC meeting to evaluate tenders and quotation documents as and when required.

• Check quality of deliverables and ensure that procured items are delivered properly as per specification as well as contract agreement and deal with performance evaluation of vendors.

• Assist to ensure timely procurement of goods/logistical requirement and services through monitoring the procurement progress with the AKFU Procurement unit and follow up with vendors.

• Prepare reports on procurement for project management, and others.

• Competencies

  Corporate and Functional Competencies:

• Demonstrate integrity by modelling AKF’s values and ethical standards (human rights, peace, understanding between peoples and nations, tolerance, integrity, respect, results orientation (AKF core ethics) impartiality.

• Promotes the vision, mission, and strategic goals of AKFU.

• Displays culture, gender, religion, race, nationality, age sensibility and adaptability.

• Maintain relationship with primary and secondary stakeholders, focus on impact, response positively and give feedback timely & also timely response to queries.

• Demonstrate good oral and written communication skills.

• Demonstrate openness to change and ability to manage complexities.

• Demonstrate administrative skills and demonstrated results-oriented approach to work.

• Development and Operational Effectiveness

• Strong administrative and analytic skills along with timely procurement of the goods and services.

• Ability to maintain records, skills of compliance of the goods & services as well as communication and presentation skills are required.

• Ability to accommodate cultural sensitivity and respect human rights and gender issues in the workplace. Ability to work in a multi cultural environment.

• Computer and internet expertise is mandatory.

• Ability for establishing and maintaining good working relationships to facilitate work goals.

• Knowledge Management and Learning

• Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan.

• Excellent communication skills (written & oral), sensible responsive to all partners, respect, and helpful relation with all AKFU and project staff.

• Promote a learning Environment.