Logistics (Procurement) Assistant

Job Posting Organization:
The organization is likely a non-governmental organization (NGO) or an international organization that operates in the humanitarian sector, focusing on logistics and procurement to support its mission. The organization adheres to strict policies and guidelines to ensure compliance with donor requirements and operational effectiveness. It is dedicated to improving the lives of individuals affected by crises and works in various countries, including Ukraine, to provide essential services and support. The organization values transparency, accountability, and efficiency in its operations, and it aims to foster a collaborative work environment among its employees.

Job Overview:
The Logistics (Procurement) Assistant plays a crucial role in supporting the day-to-day operations of the logistics department. This position is designed to assist in various procurement activities under the guidance of the Logistics (Procurement) Coordinator. The assistant will be responsible for managing supplier relationships, processing small procurements, and ensuring timely payments. The role requires adherence to organizational policies and procedures while promoting improvements in procurement functions. The assistant will also be involved in conducting market research, identifying potential suppliers, and maintaining accurate records of procurement activities. This position is essential for ensuring that the logistics department operates efficiently and effectively, contributing to the overall mission of the organization.

Duties and Responsibilities:
The Logistics (Procurement) Assistant will have a wide range of duties and responsibilities, including but not limited to:

• Adhering to NRC policies, handbooks, guidelines, and donor requirements in all procurement activities.
• Implementing delegated logistic functions according to the Plan of Action under the supervision of the Logistics Coordinator.
• Ensuring that daily operational procurement activities are executed according to the established plan.
• Maintaining proper filing of all procurement support documents to ensure easy access and retrieval.
• Assisting in the procurement process by conducting market research, identifying potential suppliers, and obtaining quotations or proposals.
• Regularly updating procurement trackers as needed to reflect the current status of procurement activities.
• Assisting in the creation and management of purchase orders, ensuring accuracy and compliance with established procedures.
• Maintaining comprehensive records of procurement activities, contracts, and supplier information in both hard and soft copies on SharePoint.
• In the absence of the Procurement Officer and Logistics Coordinators, assisting in preparing requests for quotations and sourcing bids and quotations per NRC procurement regulations. 1
• Preparing award and regret letters for bidders and ensuring their distribution. 1
• Assisting in preparing contracts using NRC Ukraine templates when required. 1
• Supporting the preparation of Request for Quotations, Tender packages, and bid analysis for complex purchases. 1
• Inputting data into the Agresso procurement system and ensuring all necessary procurement documents are uploaded. 1
• Updating relevant staff with information about the delivery of goods or services. 1
• Preparing payment packages, obtaining approvals, and submitting them to finance for processing. 1
• Following up on the collection of required documents from colleagues, departments, suppliers, and service providers. 1
• Regularly shifting completed procurement files to the new filing tree on SharePoint. 1
• Maintaining proper files for procurement documents and ensuring all documents are uploaded in Agresso. 1
• Ensuring weekly deliverables are met and providing task updates to Logistics Coordinators and the Procurement Manager. 2
• Summarizing monthly reports that include the number of payments processed and completed procurement activities.

Required Qualifications:
The position requires a set of professional competencies that include:

• A Bachelor's degree in a relevant field such as economics, logistics, or any other related discipline.
• An intermediate level of English proficiency to effectively communicate in both verbal and written forms.
• Previous working experience in international non-governmental organizations (INGOs) or UN agencies is highly desirable, as it provides valuable insights into the operational environment.
• Proficiency in using software applications and Microsoft Office tools, including Word, Excel, and PowerPoint, to perform various tasks efficiently.
• Effective communication skills to interact with team members and external stakeholders.
• The ability to work collaboratively in a team environment, demonstrating flexibility and adaptability to changing circumstances.

Educational Background:
Candidates applying for the Logistics (Procurement) Assistant position should possess a Bachelor's degree in a relevant field. This could include areas such as economics, logistics, supply chain management, or any other related discipline that provides a solid foundation for understanding procurement processes and logistics operations. The educational background is essential for equipping the candidate with the necessary knowledge and skills to perform the duties associated with this role effectively.

Experience:
The ideal candidate should have prior experience working in a similar role, particularly within international non-governmental organizations (INGOs) or UN agencies. This experience is crucial as it provides the candidate with a comprehensive understanding of the procurement processes, regulations, and best practices within the humanitarian sector. Familiarity with the operational challenges faced by such organizations will enable the candidate to navigate the complexities of procurement and logistics effectively. Previous experience in a logistics or procurement role will be highly advantageous, as it demonstrates the candidate's ability to manage supplier relationships, process procurements, and maintain accurate records.

Languages:
The position requires candidates to have an intermediate level of English proficiency, which is mandatory for effective communication within the organization and with external stakeholders. While English is the primary language required for this role, knowledge of additional languages may be considered a valuable asset, particularly if the organization operates in multilingual environments or engages with diverse communities. Proficiency in other languages can enhance communication and collaboration with suppliers and partners.

Additional Notes:
This position may have specific additional notes regarding contract duration, seniority level, and employment type. It is essential to clarify whether the role is full-time or part-time, as well as any potential for international recruitment. Compensation and benefits associated with the position should also be detailed, including salary ranges, health benefits, and any other perks offered by the organization. Understanding these additional notes is crucial for candidates to assess the overall opportunity and align it with their career goals.