Job notice: Procurement Assistant needed at Helen Keller International

Helen Keller International

Job Announcement

Procurement Assistant

(Yaoundé-Cameroon)

About Helen Keller Intl

Helen Keller International is an international non-profit organization whose mission is to save the sight and lives of the most vulnerable and disadvantaged people. Helen Keller Intl fights against the causes and consequences of blindness and malnutrition by establishing programs based on data and research conducted around eyecare, health and nutrition. In Cameroon since 1992, we are mainly involved in the fight against Neglected Tropical Diseases and malnutrition.

Helen Keller International Cameroon is seeking a suitable candidate for the position of Procurement Assistant, based in Yaoundé, who will perform the following tasks:

Title of the position: Procurement Assistant

Duty station: Yaoundé, Cameroon

Reports to: Grants & Procurement Manager

Type of contract: Fixed-term contract

Duration: one-year renewable

Scope of Duties

Under the direct supervision of the Grants & Procurement Manager, the Procurement Assistant will ensure, in accordance with Helen Keller Intl’s procedures, the effective and efficient execution of the procurement of goods and services, contracts, hotel and travel booking process, as well as support the implementation of program activities and the day-to-day operations of the office.

Specific tasks

• Assist in the drafting and monitoring of the execution of service contracts and inform the Grant & Procurement Manager of any implementation difficulties.
• Organize and participate in the bidding process for the procurement of goods and services, write up the minutes and ensure that all bidders who participated in the bidding process receive responses after the bidding process.
• Assist in the procurement process of Helen Keller Intl by ensuring competition, transparency, fairness, efficiency and compliance with procedures,
• Prepare payment requests for completed purchase orders and submit them to line management for signature.
• Follow up the process of orders of goods and services until their final execution and keep the “Grants & Procurement Manager” informed of any difficulty of execution.
• Manage the filing and archiving of procurement, files, purchases and contracts.
• Collaborate with Administration and Logistics for the maintenance of Helen Keller Intl’s assets and offices.
• Ensure the follow-up of consultancy contracts and the archiving of consultancy reports;
• Collaborate with Administration and Logistics in the management of rolling stock;
• Collaborate with the HR & Administration Coordinator in the preparation and organization of meetings and travel;

• Update the list of contractors and suppliers as needed.
• Assist in the preparation of tender documents for goods and services; and ensure that these documents receive the necessary approvals, according to Helen Keller Intl and/or donor procedures;
• Update monthly the directory of qualified suppliers, contractors and consultants for the needs of Helen Keller Intl;
• Maintain the status of the minutes of restricted consultations;
• Assist in the preparation of quarterly and annual reports on the status of purchases and contracts;
• Maintain and update the Procurement plan for the country office.
• Maintain and update the Procurement Plan for the country office; Ensure timeliness of the entire procurement process;
• Perform any other tasks that may be requested in relation to his/her skills and abilities.

Others

• Assist in the preparation of the country office’s audit missions;
• Assist in the follow-up of internal or external audit activities;
• Assist in responding to internal audit requests;
• Support the orientation of newly hired staff to Helen Keller Intl’s procurement procedures.
• Perform any other tasks assigned by the hierarchy;

Qualifications

• Minimum of a Bachelor’s degree in Purchasing and Supply Chain Management, Business Administration, Logistics or any other related field deemed relevant;
• At least three (3) years of professional experience with at least two (02) years in a similar position, preferably in an international NGO;
• Knowledge of donor regulations, including USAID, World Bank and/or other foreign government development agencies, and other multilateral development agencies in procurement is an asset.
• An interest in international development and public health programs and an understanding of the synergy between the programmatic, operational and financial components of project design and implementation are highly desirable.
• Excellent written and oral communication skills in French.
• Good level (spoken and written) in English.
• Very good computer skills, including Microsoft Office Suite (Word; PowerPoint; Outlook), and strong Excel skills, including pivot tables.

Ability to:

• Perform functions that require a high level of attention to details;
• Prioritize workload, take responsibility for work and follow through to completion.
• Maintain balance under stress.
• Work in a decentralized organizational structure with a highly collaborative approach.
• Work in a team environment

Application file:

• A cover letter addressed to the Country Director;
• A curriculum vitae;
• Reference persons or structures to contact.

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