Procurement Associate

Organisational Context

The Finance and Support Services Department (FSSD) provides effective delivery of IDLO’s finance, reporting, procurement, and information & communication technology to help deliver IDLO’s activities, thereby contributing to IDLO’s ability to strategically fulfill its mission. This also encompasses the optimisation of IDLO’s internal policies, processes, and extends to its organisational planning, target-setting, and performance measurement.

Under the direct supervision of the Programme Lead with a dotted line reporting  to the Global Procurement Lead in IDLO Headquarters, the Procurement Associate ensures process integrity and provides administrative assistance to the Operations teams to support program delivery in Mali.

Primary Functions

Summary of Functions:

• Provide procurement support and ensure process integrity.
• Support the procurement processes, update procurement plans, and undertake procurement activities under the supervision of the Programme Lead/Global Procurement Lead
• Assist with market research for the goods and services to be procured and produce market research reports and cost estimations for the goods and services to be procured.
• Prepare Purchase Orders (POs) for contracting services and vendors and maintain a filing system.
• Monitor POs and contracts, including taking follow up actions and monitoring deadlines for timely delivery of goods and services.
• Maintain relevant internal databases and files, track contractual agreements, and inform the appropriate management officials of any obligations.
• Develop and maintain updated rosters of suppliers and implementation of supplier selection and evaluation.
• Collect vendor forms from the vendors and control vendor forms incompleteness
• Ensure management of stock of office supplies, including sourcing of vendors, purchasing supplies as required, controlling receipt, storage, and issuance of supplies, and periodically updating stock cards.
• Support the Programme Lead and Global Procurement Lead and the programmes teams in Mali procurement-related induction and technical support of sub-grantee partners.
• Ensure timely response to request for office supplies, stationary, consumables and kitchen supplies; maintain the office inventory register and prepare periodic inventory report
• Perform any other related duties as requested by the supervisor

   

  Impact of results: The key results have an impact on the overall execution of the CO procurement services and success in implementation of operational strategies. Accurate analysis and presentation of procurement information, duly organised procurement processes ensure client satisfaction and overall timely delivery of IDLO programmes and projects.

For this support nationally recruited position, IDLO shall offer the selected candidate a national Affiliate Contract of 08 months.

IDLO shall offer an annual basic salary of USD 14,100, medical insurance, and leave entitlements in accordance with the IDLO Employee Regulations and Rules.

IDLO is an Equal Opportunity Employer and values diversity in all areas of its operations. We welcome applications of qualified and diverse candidates. IDLO is committed to achieving a 50/50 gender balance at all levels within its workforce. Female candidates are strongly encouraged to apply for IDLO vacancies.

IDLO does not tolerate sexual exploitation or abuse, any kind of harassment, including harassment of a sexual nature; or discrimination. As such, IDLO will conduct careful reference and background checks of all selected candidates as part of its selection process.

All applications will be treated with the strictest confidentiality and in compliance with IDLO’s policy on personal data protection.
In the interest of making most effective use of resources, only the short-listed candidates will be contacted during the selection proces