Procurement Assistant

CTG overview:

• CTG staff and support humanitarian projects in fragile and conflict-affected countries around the world, providing a rapid and cost-effective service for development and humanitarian missions. With past performance in 17 countries – from the Middle East, Africa, Europe, and Asia, we have placed more than 20,000 staff all over the world since operations began in 2006.
• CTG recruits, deploys and manages the right people with the right skills to implement humanitarian and development projects, from cleaners to obstetricians, and mechanics to infection specialists, we’re skilled in emergency response to crises such as the Ebola outbreak in West Africa. Key to successful project delivery is the ability to mobilise at speed; CTG can source and deploy anyone, anywhere, in less than 2 weeks and have done so in 48 hours on a number of occasions.
• Through our efficient and agile HR, logistical and operational services, CTG saves multilateral organisations time and money. We handle all our clients’ HR related issues, so they are free to focus on their core services.
• Visit www.ctg.org to find out more

Overview of position:

• Under the overall supervision of the Head of the Sub Office, the direct supervision of Procurement Officer in Chuuk, Federated States of Micronesia, in close coordination with the Procurement & Logistics Officer in Pohnpei, the successful candidate will be responsible for handling procurement related activities of the Mission.

Role objectives:

• Ensure local procurement procedures are in place, followed in accordance with our clients procurement policy, other related regulations & procedures.
• Provide support, advice & assistance in procurement of goods / services for the mission.
• Provision on the best option in local, international markets & optimize purchasing power.
• Follow up purchase orders status & keep requester informed of estimated time of delivery or any changes that may affect or modify the pre determined delivery condition.
• Ensure that warehouse material database is regularly updated based on the actual withdrawal & good receipt.
• Assist in performing the yearly physical inventory count of assets, as well as physical counts as may be required, in POM & field offices.
• Assist in performing physical inspection of assets for the purpose of identifying damages & ensuring that equipment’s are still working during asset turnovers.
• Assist in follow through actions relevant to damage of assets & / or losses of assets.
• Strictly adhere to to or clients policies, procedures including prevention of sexual exploitation, abuse & promotion of a respectful work environment.
• Undertake work related travel at the request & approval of the COM.
• Other duties as assigned & needed to support the program objectives.

Undertake the day to day operation of the following services:

• Receive Purchase Request Form (PRF), ensure that all necessary information concerning specifications, justifications, WBS & expected delivery dates are correct.
• Identify potential vendor & issues Request for Quotations (RFQ).
• Assist with the evaluation, comparison of the quotations on Bid Analyses Sheet (BAS) & recommend to the relevant requester.
• Award orders to the selected vendors who can meet the specification at their best offer.
• Prepare Purchase Order (PO) inclusive necessary information on asset codes, specifications, quantity, prices, delivery dates, payments & vendor contact details.
• In coordination with Logistics Assistant, receive, inspect goods / services according to PO specifications, that all goods are in good condition & assist onward delivery to final destination as required.
• Ensure all related supporting document are complete & verified.
• Prepare payment request.
• Submit & follow up with finance.
• Obtain approvals as required by the matrix.
• Properly record, the file receiving reports & inform the Procurement Officer so that it can be processed in PRISM.
• Make copies of procurement, logistics documents properly labelled & filed.

Project reporting:

• This role works under the overall supervision of the Head of the Sub Office, the direct supervision of Procurement Officer in Chuuk, Federated States of Micronesia, in close coordination with the Procurement & Logistics Officer in Pohnpei.

Key competencies:

• Bachelor’s Degree in preferably in Management or any related field with 3 years of professional work experience or Completed Secondary Education with 4 years of relevant work experience.
• At least a year of experience in procurement, administration, inventory & stock management.
• Work experience as a Purchasing Assistant or a similar role.
• Experience working with govt., NGO & / or international organization is an advantage.
• Knowledge of generic procurement procedures & practices, NGO experience is advantageous.
• Strong emphasis on accuracy & detail.
• Ability to work with people of different cultural backgrounds.
• Proficient in MS office programs, such as Excel.
• Good time management & organizational skills.
• Fluency in English (oral & written).
• Working knowledge of Chuukese or any other Micronesian languages.

Team management:

• This role has no team management responsibility.

Further information:

• Qualified female candidates are encouraged to apply for this role.