Procurement Assistant

Description

PIH JOB DESCRIPTION ( Procurement Assistant ) Position Title:Procurement Assistant Reports to:Procurement Specialist (as the case may be) Department: Operations Liaises withAll Operations, Finance, and Program Staff Supervises:N/A Work Location: Monrovia ( with frequent travel to PIH area of operations) Employment Type: Full Time Position Overview: 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. Duties and Responsibilities: 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.

1. PR Tracking · 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.
   1. Quote Sourcing · Source competitive quotes from approved suppliers, ensuring compliance with procurement policies and procedures, and document all quotes for proper evaluation and approval.
      1. Voucher Management
      2. Prepare, organize, and manage procurement vouchers, ensuring all documents are complete and in compliance with audit and internal control standards. Electronic and
      3. Physical Documentation Archiving · 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.
         1. Submission of Payment for Vouchers · 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.
            1. Follow-ups with Finance · 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.
               1. Compliance with Procurement Policies · Ensure all procurement activities are conducted in compliance with organizational policies, donor requirements, and procurement best practices.
                  1. Vendor Communication · Communicate with vendors to clarify procurement needs, request quotes, and ensure timely delivery of goods and services as per agreed terms.
                     1. To provide comprehensive support to the Operations team by assisting with any other tasks as assigned, ensuring smooth day-to-day operations and contributing to the overall efficiency of the department as follows:· 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.
                        1. Any other tasks as assigned by supervisor (s)General Administrative Support:
                           Assist with general office duties, including answering calls, schedulingCompetency Profile:The key competencies required for the position of Procurement Assistant: Academic qualification: Qualifications and Skills · Diploma or Bachelor’s degree in Business, Supply Chain, Procurement, or a related field.