Procurement Assistant

Job Overview

The Procurement Assistant position, located in NES - Deir ez-Zor, operates under the Supply Chain and Operations Department and reports to the Senior Operations Officer. The role involves providing comprehensive support to the procurement team and the Senior Operations Officer in managing procurement and logistics functions for Relief International (RI). Travel may be required to assist other offices as needed.

Key Duties and Responsibilities

• Assist the Senior Operations Officer in executing procurement activities aligned with RI policies, donor regulations, and procedures.
• Support the preparation and management of procurement documentation from purchase requisitions to purchase orders, contracts, goods receipt, and payment records.
• Carry out regular market research and keep an updated list of suppliers to ensure competitive sourcing.
• Review purchase requests for completeness, accuracy, and compliance with procurement guidelines.
• Communicate and coordinate with suppliers to ensure timely delivery of goods and services consistent with contracts and purchase orders.
• Maintain compliance with RI's procurement policies and relevant donor regulations throughout all procurement processes.
• Prepare and maintain all procurement documentation including requests for quotations (RFQs), comparative bid analyses, procurement summaries, purchase orders, and archiving.
• Coordinate with RI field offices to fulfill procurement needs and ensure timely provision of services.
• Collaborate with the logistics team and cross-departmentally to plan and supply procurement requirements effectively.
• Keep accurate procurement tracking tools and provide regular status updates to the Senior Operations Officer.
• Assist with obtaining quotations, following up with suppliers on pending offers, deliveries, and related documents.
• Monitor supplier performance and sustain professional relationships with vendors.
• Ensure procurement records are thorough, well-organized, and accessible for audits.
• Perform any additional duties assigned by the Senior Operations Officer or Supply Chain Coordinator.

Professional Conduct and Behavior

• Uphold the highest behavior standards inside and outside work, promoting RI’s code of conduct and safeguarding policies.
• Serve as a role model for ethical standards within the team.
• Ensure actions taken personally and by team members do not compromise safety of RI staff or beneficiary communities.
• Communicate RI’s conduct guidelines and reporting mechanisms to external stakeholders.
• Report any concerns promptly.

Qualifications and Experience

• Bachelor’s degree in Business Administration or related field is required.
• Minimum of one year of experience in similar procurement or operations roles.
• Ability and willingness to collaborate effectively with diverse individuals.
• Flexibility to undertake field visits as part of the role.
• Team-oriented with strong coordination skills with project teams.
• Proficient computer skills.

Desired Skills

• Ability to work efficiently under pressure and meet tight deadlines.