Procurement Assistant

Job Summary The Procurement Assistant is responsible for purchasing goods and services, managing vendor relationships, and ensuring compliance with relevant regulations. This role plays a key part in optimizing the procurement process, negotiating contracts, and maintaining efficient operations across departments. Responsibilities Procurement Management: Assist with the procurement of goods and services in line with company needs and policies Initiate, process, and review purchase orders to ensure compliance Monitor inventory levels and place orders as necessary, adjusting for slow-moving items Vendor & Contract Management: Manage vendor contracts, negotiate terms, and ensure compliance with contractual obligations Build and maintain strong relationships with suppliers to ensure timely and accurate delivery Address issues related to product quality, quantity, or delivery Tracking & Procuring Donations: Track and manage in-kind donations, ensuring proper documentation and reporting Procure donations and ensure they meet the organization's needs Work with donors to secure appropriate goods and services in line with the company’s mission Maintain a system for tracking and acknowledging in-kind donations Reporting & Analysis: Prepare and manage procurement reports on a daily, monthly, and quarterly basis Analyze supplier performance and recommend improvements Maintain records of bids, purchase orders, contracts, and vendor performance for audit purposes Coordination & Collaboration: Coordinate with internal departments (e.g., warehouse, café, accounting) to ensure smooth operations Assist in proposal preparation, pricing negotiations, and contract administration Conduct market research to identify and evaluate new suppliers, using platforms such as the United Nations Global Market Place Knowledge Management & Additional Duties: Maintain a centralized database of suppliers and procurement records Contribute to knowledge-sharing networks and best practices Perform other duties as assigned to support procurement goals Qualifications & Skills Bachelor’s degree or equivalent Proficient in QuickBooks or similar financial software Strong negotiation, communication, and organizational skills Detail-oriented with excellent analytical, problem-solving, and multitasking abilities Ability to work independently and manage time effectively Proactive, self-driven, and able to work with minimal supervision High integrity and accountability, with a strong alignment to the organization’s mission Team-oriented and collaborative, committed to high work standards Other Requirements Line of Communication: Vertical – Chief Operating Officer Horizontal – Accounting staff and teammates Working Conditions: The position is full-time Requires occasional light lifting and long working hours occasionally for deadline constraint

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