Contracts/Procurement Assistant

Job Summary:

The Contracts/Procurement Assistant reports to the Contracts Manager. The Contracts/Procurement Assistant role is to primary assist the Contracts/Procurement Specialist and the Senior Contracts/Procurement Specialist in the data management of a transparent, effective and efficient Contracts/Procurement filing process for all material resources in support of the SWSS project operations.

Duties & Responsibilities:

Contracts

•Become thoroughly familiar with detailed systems and procedures for subcontracting mechanism, management, and other compliance-related documents related to the solicitation, review, and approval of subcontracts, as well as the administration and monitoring of subcontracts documentation;

•Assist the Contracts/Procurement Specialist in the managing requests for data from the main office, home office, and the regional offices;

•Work closely with SWSS Contracts and Procurement staff to ensure all technical documentation are clear, concise and complete in support of the subcontract files;

•Assist Contracts/Procurement Specialist in re-building the legacy contracts documentation including Concept approvals, Proposal approvals, RFP through implementing and closeout of subcontracts in compliance with standard procedures and practices;

•As directed by Contracts Manager, and in coordination with Senior Contracts/Procurement Specialist, participate in the subcontract monitoring and date gathering in support of the subcontract implementation process;

•Enter all relevant data in subcontract database, in a complete, accurate, and timely manner; and

•Extract reports from database, as required and requested.

Procurement

•Become thoroughly familiar with detailed systems and procedures for the procurement of goods/commodities or services;

•Assist Contracts/Procurement Specialist with RFP and bid analysis process in compliance with established procedures and regulations;

•Draft purchase orders and other compliance-related documents as needed;

•Ensure that all local project procurement complies with ARD home office Standard Operation Procedure (SOP) for procurement and USAID regulations;

•Assist Contracts/Procurement Specialist as well as the Logistics Manager with effective and efficient reception of goods;

Other

The Contract/Procurement Assistant will undertake special assignments directly tasked by the Contracts Manager or designee in different work areas as determined appropriate and necessary. The Contract/Procurement Assistant will be expected to attend to all project unit meetings as requested to provide direct consultation to senior and support staff, to include:

•Maintain the contracts and procurement electronic tracking database;

•Assist the Contracts Manager in the periodic update of the vendor’s bidder’s short list;

•Assist the Contracts Manager in implementing contracts and procurement closeout procedures;

•Conduct other activities as requested by the Contracts Manager.

Job Requirement:

EDUCATION: Collage degree in administration, or similar field (relevant experience and another university degree may substitute for the degrees mentioned).

WORK EXPERIENCE:Minimum of 3 years experience in an equivalent position. Experience working in a similar position for an INGO or an international organization is preferred. Must have the ability to work effectively in a fast-paced, stressful environment. In addition, must be flexible, willing to perform other duties and work irregular hours.

SKILLS: Working knowledge of English, both written and spoken. Able to communicate fluently effectively both verbally and in writing. Excellent interpersonal skills, including patience, diplomacy, willingness to listen and respect for colleagues. Must be capable of working both individually and as part of a team.

LANGUAGES:Excellent Language proficiency in spoken and written English, Dari, Pashto.

GENERAL:Tactfulness, Enthusiasm to the job. Good Human Relation skills, integrity and ability to work under pressure.

Job Location: