Supply Chain Assistant-Procurements

Principal Responsibilities

• Aid in processing purchase requests and ensure necessary documents and approvals are in place.
• Support the preparation of Request for Quotation (RFQ) documents and collection of supplier quotations.
• Assist in compiling procurement files, including bid documents, purchase orders, and contracts.
• Ensure procurement documentation is comprehensive, properly filed, and ready for audits.
• Maintain organized procurement filing systems both physically and digitally.
• Follow up with suppliers regarding quotation submissions, order confirmations, and delivery statuses.
• Support vendor communications concerning documentation and required information.
• Help maintain supplier contact lists and databases.
• Conduct basic checks on documentation to ensure completeness and accuracy.
• Coordinate with program teams to gather procurement requests and specifications.
• Liaise with warehouse and logistics teams to confirm receipt of goods.
• Aid in organizing deliveries and tracking shipments.
• Communicate between procurement and other departments.
• Support the maintenance of procurement trackers and updating their status.
• Prepare procurement status updates and reports.
• Enter data into procurement systems and tracking tools.
• Help prepare documentation for audits and donor reviews.

Minimum Qualifications

• Diploma or Bachelor’s degree in Procurement, Logistics, Supply Chain Management, Business Administration, or related field.
• At least 1-2 years of experience in procurement, logistics, or administrative support, preferably in NGO or humanitarian settings.
• Basic understanding of procurement processes and documentation.
• Strong organizational and filing skills.
• Ability to work under pressure and handle multiple tasks simultaneously.
• Good communication and coordination skills.
• Basic computer skills (MS Excel, Word).
• Fluency in English and Arabic is essential.

Physical Demands And Work Environment

• Must be mobile in an office environment and capable of using standard office equipment.
• Must be able to communicate verbally and in writing and must be able to travel internationally.
• The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Physical Demands: While performing the duties of this job, the employee must be mobile in an office environment and able to use standard office equipment. Must be able to communicate in verbal and written form and must be able to travel internationally.
• Work Environment: Typical office environment with exposure to a minimal noise level. Emergency deployments may be in resource-deprived environments with austere living conditions. Travel for extended periods may be by air and/or other modes of transportation. While international travel is not a regular part of every job, programmatic needs may require it intermittently.