Procurement Assistant

Washington, DC | Contract

Post Date: 08/02/2018 Job ID: 11071066
Hours and Schedule:
  • Starting out as a contract position, Monday-Friday from 8: 30-5: 30.

Professional Qualities:
  • Very good knowledge of English and Spanish.
  • Great attitude
  • Works well in a team environment
  • Dependable and reliable
  • Very punctual, always arrive on time
  • Pleasant and diligent

Responsibilities and Duties:
Five years of experience in administrative work related to procurement or three years of administrative work related to procurement, and one year of college or university level courses towards a declared major/minor in the area of business administration/procurement/finance.
Under the direct supervision of the Procurement Specialist (PRO/CO), and the general supervision of the Procurement Specialist, Corporate Procurement (PRO/CO), the incumbent is responsible for, but not necessarily limited to the following assigned duties:
  • Review and analyze adequacy of information on purchase authorizations originating from Headquarters, Country offices and Centers by applying procurement rules and regulations.
  • Clarify information and specifications as necessary with requisitioners; determine if procurement/contracts will be selective or competitively negotiated; determine potential sources of supply and, if appropriate, recommend substitutions or alternatives by searching supplier databases, the Internet, or other sources; confirm availability of funds, if necessar.
  • Organize and transmit documentation to contract requestors related to contract offers, evaluation criteria, technical and financial bids and correspondence with bidders.
  • Draft basic contracts and requests for proposals using established templates and Contract Review Committee (CRC) justifications and reports for review and finalization. Assist in preparation of more complex contracts.
  • Review requests for authorization of signature of purchase orders or contracts that are above the delegation of authority of Directors, and Center Directors to determine if the justification and information provided is adequate, solicit additional information from country offices and make recommendations.
  • Maintain databases used by the Unit and processes contract actions in appropriate computerized information management systems such as Workday and In-Tend.
  • Organize and maintain vendor files, catalogs, technical literature and price information for ready access; assist with the established call-up system to follow up on procurement orders being held up due to inadequate funding, poor specifications, clarifying price quotes, pricing confirmation and the availability of goods.
  • Prepare routine correspondence related to preparation of contracts and relevant administrative matters for the office.
  • Perform other related duties, as assigned.

Technical Expertise - Word processing according with established standards - Ability to integrate procurement operational guidelines - Ability to plan, organize, coordinate and carry out administrative processes such as: meetings, budget and expenditures records, acquisition of supplies and equipment, preparation of reports, etc. - Ability to apply skills in planning, organizing, problem-solving of office management processes - Ability to research, analyze and organize information in order to prepare charts, graphics, reports, etc. - Ability to prepare working translations, and write/originate routine and non-routine correspondence and reports in English and Spanish

Education (Qualifications) Essential: High school diploma with formal training in the commercial or administrative field.

IT Skills Demonstrated ability to effectively use a computer and utilize software programs such as Microsoft Office Word, Excel, PowerPoint and Outlook. Other IT skills and knowledge of other software programs such as Visio, Microsoft SharePoint and Project would be an asset.

Amanda Krape

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