Procurement Admin Assistant

CARE is an international NGO with local staff and community partners in more than 90 countries. We create local solutions to poverty and inequality, and we seek dignity for everyone every day and during times of crisis. These solutions have a broad range, from clean water to access to education; from microfinance to ensuring that everyone has nutritious food; from agriculture and climate change to disaster response. CARE puts women and girls at the center of everything we do because they have proven to be the best hope for creating lasting change in the world. Our staff live where they work, which makes us effective at understanding the challenges they face. We’ve been doing this for over 70 years since World War II. It started with the world’s first CARE Package® of food for post-war hunger in Europe. Our work today is as important as ever, we believe that poverty and inequality are historic injustices that we can end within a generation, for good. If you share our core beliefs: poverty is an injustice; poverty is solvable; and together, we have the power to end it, join us.

I. Job Summary

The purpose of the Procurement Admin Assistant position is to provide administrative support to the procurement team in preparing and obtaining requests for quotations, documenting supplier selection, maintaining physical and electronic archiving, and preparing and facilitating payments for all goods and services.

II Responsibilities

Responsibility #1 : Payment Request Processing (50%)

• Compile cash forecasts for procurements in the monthly pipeline for cash transfer request from CARE USA.
• Review and compile procurement-related documentation (PRs, RFQs, SBAs, POs, GRNs, Invoices, etc…) for submission to the Finance unit.
• Prepare a procurement handover checklist with all procurement documentation for signature by the respective Procurement Officers.
• Manage payment of invoices for air ticket purchases closely working with Program Admin Assistants and the BSM department.
• Facilitate securing of bids and performance bonds from suppliers before award of contracts.
• Copy necessary documentation before forwarding original documents to finance for payment.
• Oversee the submission and follow up of payment requests (procurement handover checklist).
• Manage the communication of payment status with suppliers in coordination with the Procurement Officers.
• Facilitate refund of contractors’ retentions and performance bonds upon successful delivery on contractual obligations.

Job Responsibility #2: Records Management (15%)

• Keep records of procurement documentation, processes and status (electronic and hard copy).

Job Responsibility #3: Reporting and Documentation (15%)

• Prepare weekly procurement status report and send to all project/program managers and FOs.
• File all procurement documents in an orderly manner for control, reference, and audit purposes.

Responsibility #4: Secretarial Duties (15%)

• Receive, review, log and route incoming communication and procurement requests/invoices.
• Provide administrative support to the procurement team (printing of letters, photocopying, scanning, communication with internal and external customers, etc…).
• Manage the sequential numbering of offline purchase requests, purchase orders and non – PO payment requests.
• Complete supplier set-up form and anti-terrorist check (Bridger Check) for new procurement vendors. Initiate and follow up approval of new supplier setup and updates in People Soft.
• Assist with assessment and update of Annual Approved Supplier List.

Responsibility #5: Other (5%)

• Perform other duties assigned

IV. Qualification

A. EDUCATION/TRAINING

Required:

• College Diploma/Degree in Business Administration, Management, or related fields.

Desired:

B. EXPERIENCE:

Required:

• 2 years of relevant work experience for diploma holders or 1-year relevant work experience for first-degree holders in Admin or procurement-related work.
• Minimum of 6 months Care internship service
• Good communication skill in written and spoken English.
• Well organized and ability to act in a professional and ethical manner
• Good skills in computer applications; specially in word excel