Procurement Associate

1. Duties and Responsibilities

General:

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:

· Assisting the Procurement Officer and the Head of Procurement Section (PRSH);

· Assistance with the preparation of Contracts and Purchase orders (POs) for provision of goods, services and works;

· Coordination 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 compliance section on vetting information;

· Control of procurement forms, specifications and other technical information relevant to procurement procedures;

· Follow up on bid deadlines, correspondences and contracts;

· Keeping record of all received bids from suppliers;

· Maintaining the suppliers’ database;

· Administer the process to register potential suppliers who meet the minimum requirements;

· Assurance of full compliance of procurement activities with organization’s rules, regulations, policies and strategies;

· Monitoring of the stages of delivery of ongoing procurement processes;

· Maintaining of the filing system in the Procurement Section;

· Clerical work, scanning of documents related to procurement activities;

· Maintaining the procurement overview.

2. Competencies

General Competencies

· Demonstrating/ safeguarding ethics, integrity and sound judgment in multi-cultural work space;

· Self-development, initiative-taking;

· Acting as a team player and facilitating team work;

· Facilitating and encouraging open communication in the team, communicating effectively;

· Creating synergies through self-control;

· Managing conflict;

· Learning and sharing knowledge and encourage the learning of others;

· Multi-tasking;

· Organizes and prioritizes work schedule to meet organization’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

· Secondary Education; specialized training in procurement is an asset. University Degree in Business or Public Administration would be an asset;

· 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/ or purchasing in Jordan 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 Jordanian 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;

· Fluency in written and spoken Arabic;

· Excellent working knowledge of written and spoken English.

5. Duration of Assignment

Annual contract renewable with 3-months probation period.