Procurement Assistant

The Procurement Assistant will assist the Supply Chain Officer and the procurement team to coordinate all purchasing activities in the field site. The Procurement Assistant will participate in the execution of transparent and efficient procurement services and processes in the field. This position will help the Supply Chain unit in managing all procurement requests and conducting market assessments for key suppliers and other procurement-related services.  

Responsibilities:

• Assist the Supply Chain team in carrying out procurement in accordance with the IRC and donor-specific policies.
• Support in coordination with finance and program departments to ensure integrated internal controls, timely payment of vendors and full, auditable support documentation.
• Collect quotations from suppliers and submit them to the Supply Chain /Procurement Officer for Evaluation.
• Receive invoices from suppliers to proceed with payments.
• Provide procurement support to Supply chain/Procurement team in the acquisition of a wide variety of goods and services. 
• Review, record and prioritize purchasing requests, obtain additional information/documentation as required, and determine the availability of suppliers.
• Monitor the status of existing requisitions and maintain contact with suppliers to ensure timely delivery of items, goods, and services.
• Support in shipment of goods, commodities, and equipment inside/to Syria, verify receipt and inspection of deliverables, and accurately do the delivery reports as and if required.
• Follow up on tender documentation (e.g., invitations to Bids, requests for proposals/quotations) based on the nature of requirements and costs of procurement involved.
• Prepare abstracts of offers and compile data contained in quotations, proposals, and bids to determine which supplier can deliver the required goods/services at the best terms and lowest costs possible under the guidance of the Supply Chain/Procurement officer.
•  Support in obtaining the suppliers’ signatures on purchase orders and contracts and ensure document transfer to the Supply Chain/Procurement Officer. 
• Maintain relevant internal databases and files, keep tracking any contractual agreements and contracts, and inform affected users of related rights and obligations.
• Research, retrieve and present information from a variety of internal and external sources on sources of supply, vendors by commodity, etc., as well as obtain specifications for new products and equipment on the market.