Procurement Assistant

Procurement Specialist (as the case may be)

Operations

All Operations, Finance, and Program Staff

N/A

Monrovia ( with frequent travel to PIH area of operations)

Full Time

Partners In Health Liberia, LLC is a 501(c)(3) global health and social justice non-governmental organization. PIH’s mission is to provide a preferential option for the impoverished in health care. PIH came to Liberia in 2014 at the invitation of the Government of Liberia to support the international response to the Ebola Virus Disease Outbreak and to thereafter strengthen and stabilize the healthcare system. The organization is working directly alongside the Ministry of Health to establish Maryland County as a model county for universal health care and rural health care service delivery.

We are seeking a highly organized and proactive Procurement Assistant to join our Operations Team. The successful candidate will be responsible for supporting the entire procurement process, from initiation to payment submission. This includes tracking Purchase Requests (PRs), sourcing quotes, managing vouchers, and ensuring both electronic and physical procurement records are archived properly. The role also involves close coordination with the finance team to ensure timely payment processing.

1. Initiation of Procurement Processes

· Assist in initiating procurement activities by reviewing and processing all incoming Purchase Requests (PRs), ensuring accuracy and compliance with organizational policies.

· Maintain an accurate tracking system for all Purchase Requests (PRs) to monitor the status of each procurement activity, providing regular updates to the procurement team and relevant stakeholders.

· Source competitive quotes from approved suppliers, ensuring compliance with procurement policies and procedures, and document all quotes for proper evaluation and approval.

· Maintain both electronic and physical archiving systems for procurement documentation, ensuring accurate and accessible records for audits, reporting, and future reference. This includes PRs, quotes, contracts, payment vouchers, and delivery notes.

· Submit payment requests to the finance department for approved procurement vouchers, ensuring all supporting documents are included and that payments are processed in a timely manner.

· Collaborate with the finance department to follow up on payment statuses, resolve any discrepancies, and ensure vendors are paid promptly, avoiding delays that may impact procurement timelines.

· Ensure all procurement activities are conducted in compliance with organizational policies, donor requirements, and procurement best practices.

· Communicate with vendors to clarify procurement needs, request quotes, and ensure timely delivery of goods and services as per agreed terms.

· Assist with Ad-hoc Operational Tasks:
Support the Operations team in executing various tasks that arise unexpectedly or outside of regular duties, ensuring flexibility and responsiveness to dynamic operational needs.

· Cross-Departmental Coordination:
Collaborate with other departments (e.g., Finance, HR, Logistics) when necessary, to complete assigned tasks that require interdepartmental involvement or communication.

· Data Entry and Documentation:
Assist with data entry, filing, and maintenance of both physical and digital records as directed, ensuring all documentation is accurate, up-to-date, and easily accessible.

· Inventory Management and Audits:
Support with inventory checks, stock counts, or audits, helping to ensure that all materials and equipment are accounted for and correctly logged in the system.

· Logistical Support:
Assist with logistical arrangements, such as organizing meetings, coordinating travel plans, or preparing materials for team events and activities.

· Monitoring and Reporting:
Assist in monitoring ongoing operational activities, compiling reports, and tracking progress on specific tasks or projects as assigned by the Operations Manager or other senior team members.

General Administrative Support:
Assist with general office duties, including answering calls, scheduling

The key competencies required for the position of Procurement Assistant:

Qualifications and Skills

· Diploma or Bachelor’s degree in Business, Supply Chain, Procurement, or a related field. Minimum of 2 years of experience in procurement, logistics, or supply chain management. Strong organizational skills and attention to detail, particularly in managing multiple procurement tasks and documentation. Excellent written and verbal communication skills for effective coordination with suppliers and internal teams. Proficiency in Microsoft Office Suite (Word, Excel) and experience with procurement or ERP systems. Knowledge of procurement policies, procedures, and best practices. Ability to prioritize tasks, meet deadlines, and work independently or as part of

Experience and Expertise:

Technical/Functional competencies § Innovative Performer able to generate innovative solutions, assess risk, make decisions, and take accountability for his/her actions. § As an emerging leader, able to combine self-awareness, organizational and management skills with insight, seeking continual improvement and collaborative engagement within the team; able to achieve results through motivating people and influencing collaboration and partners. § Planner/organizer able to meet tight deadlines in a high-pressure and high-energy environment; flexible and able to multi-task. § Strong analytical skills, including ability to work in spreadsheets and data-basis. § Strong negotiation skills and has regard for integrity and accountability § Strong verbal and written communication skills, willingness to learn, humility and approachable – able to work across different units. Behavioural Competencies § Leadership qualities- Strategic vision, Strong leadership qualities and comfortable in leading lower level staff; § Professional- confidence to deal with challenges in a complex and challenging environment, ability to maintain confidential information in a professional manner, highly developed analytical skills; Interpersonal Skill – Strong people and communication skills, open, accommodative and pleasant personality;

Partners In Health (PIH) is an international health organization relentlessly committed to improving the health of the poor and marginalized. PIH partners with local governments to build local capacity and works closely with impoverished communities to deliver high-quality health care, address the root causes of illness, train providers, advance research, and advocate for global policy change. Our delivered services in the field are based in our partnership with the Governments and Ministries of Health and the support to education, training and mentorship to Health care workers and students is one of our pillars for the Health Care system strengthening.

PIH currently has implementation programs in Haiti, Rwanda, Lesotho, Liberia, Malawi, Peru, Mexico, Russia, Sierra Leone and Navajo Nation. Through our partnership with Harvard Medical School and the Brigham and Women’s Hospital, we support a wide range of programs in dozens of other countries around the world.

At Partners In Health, we are committed to ensuring that those who benefit from our work- including our patients, families and community members –as well as our staff are treated with dignity and respect and protected from sexual exploitation, abuse and sexual harassment. A range of pre-employment checks will be undertaken in conformity with Partner In Health’s PSEAH policy. Partners In Health will request information from applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.

We are a global health and social justice organization that responds to the moral imperative to provide high-quality health care globally to those who need it most. We strive to ease suffering by placing patients at the center of all care, bringing the benefits of modern medicine to all.

All interested candidates are encouraged to send their functional resume and cover letter to: [email protected] on or before October 18^th, 2024 not later than 4:30 pm. All open positions with PIH are also posted on our employment website: https://www.pih.org/pages/employment .