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Procurement Assistant
3 weeks ago
Handle procurement requirements for project activities, including but not limited to, meetings and workshops, training materials, office supplies, travel and accommodation arrangements.
- Support all phases of a procurement activity to ensure best value for a variety of procurement requirements for the Project, in compliance with RTI’s procurement policies and process and aligned with USAID's procurement policies and procedures and local laws.
- Ensure complete documentation for timely and accurate reporting of field procurement activities as per RTI policy and ensure compliance.
- Maintain files (e-copy and hard copy) of procurement documents in accordance with RTI documentation requirements.
- Prepare and issue procurement solicitation documents (Request for Quotes, Request for Proposals or Invitation for Tenders) and negotiate for assigned procurements such as commodities/goods/materials, and services.
- Perform market research to find item/service specifications and appropriate vendors/suppliers.
- Provide support in preparing the quarterly and yearly procurement plan for the project.
- Coordinate issuance of purchase orders, consultant and STIC agreements, in accordance with RTI policies and procedures.
- Support team in drafting Scope of work and proper close out of Sub Contractors
- Support team in developing evaluation criteria
- Provide information on status of contracts with vendors and suppliers, including status of payments or disbursements.
- Monitor vendors and suppliers to ensure adherence to contract's terms and service level agreements.
- Ensure supply chain management up to, and including, logístical support from the ordering point through the follow-up, expediting, and delivery of the required goods and/or services.
- Manage the project’s inventory and commodity requirements for operations in New Delhi and other South Asian countries.
- Support in developing an annual procurement plan for SAREP including India and other South Asian countries.
- Support updating a database of local vendors/service providers and a list of invoices as a reference for budgeting, monitor contracts and purchase orders issued to vendor and follow up as necessary to ensure compliance to terms and condition on invoice or deliverable due date to confirm submission of contractually mandated payment documents
- Perform other tasks as may be assigned.
- Master’s degree in finance, business administration, or a related field required with minimum 1-year relevant work experience; or bachelor’s degree in Finance, commerce, economics, management or a related field with 3 years of relevant work experience.
- Ability to communicate and liaise verbally and in writing with partners /vendors /suppliers /visitors and staff and interpret/respond clearly and effectively to verbal or written instructions.
- Results-oriented, team player and has excellent interpersonal skills; and
- Has initiative and can work with little supervision.
- Ability to maintain professional relationships with local counterparts, beneficiaries, contractors, suppliers, other international organizations, as well as local and national authorities
Skills & Abilities:
- An understanding of and commitment to RTI’s mission and values.
- Additional professional training in procurement and logistics management preferred
- Ability to maintain professional relationships with local counterparts, beneficiaries, contractors, suppliers, other international organizations, as well as local and national authorities
- Skilled in coordinating internally with team members and externally with stakeholders
- Prior experience with USAID-funded projects is highly desirable.
- Excellent knowledge of Microsoft Office, such as MS Word, Outlook, Excel, and PowerPoint
- Strong organizational, reporting and management skills
- Strong verbal and written English communication skills
- Strong presentation and facilitation skills
- Ability to build effective relationships with all clients, peers, and stakeholders
- Ability to work hands-on, independently, and within teams
- Strong organizational and interpersonal skills and ability to work in a team-oriented setting
- Strong oral and written communication skills
- Attention to detail and accuracy.
