Procurement Assistant Sc5, Port-au-prince, Haiti

Organizational Context

This position is based in the WFP Haiti Country Office in Port-au-Prince, reporting to the Head of Procurement. The incumbent is responsible for the correct and efficient application of WFP's procurement procedures and activities, interpreting and applying standard guidelines within Haiti's specific operational context. The role requires recommending actions, providing technical support, and demonstrating autonomy and sound judgment in procurement processes.

Job Purpose

The Procurement Assistant SC5 will provide essential administrative and operational support to the Procurement Unit, with a strong focus on Supplier Relationship Management (SRM). The primary objective is to ensure the efficiency, transparency, and compliance of the acquisition process for food, goods, and services. This involves executing procurement activities, supporting tender processes, evaluating offers, and managing contracts. A key responsibility is maintaining and updating the supplier database, including pre-qualifying new vendors and ensuring accurate registration. The role also entails conducting documentary checks, monitoring supplier performance, and managing procurement documentation and reporting to ensure reliable information for audits and management. The Procurement Assistant will contribute to continuous improvement of procurement processes and tools.

Responsibilities

The role involves comprehensive support for procurement activities, including administrative tasks for efficient operations, participation in tender processes (preparation, launch, evaluation, negotiation, and contract award), and monitoring orders and deliveries to ensure timely fulfillment. A key responsibility is managing the supplier database (SRM), which includes regularly refreshing and updating supplier lists, identifying and pre-qualifying new vendors, and ensuring accurate registration in systems like WINGS. This also entails verifying supplier documents for accuracy and compliance, and maintaining complete and up-to-date supplier records. The position requires rigorous document control to ensure compliance with internal procedures and policies, actively tracking suppliers for necessary administrative documents, and preparing registration reports. Furthermore, it involves monitoring supplier performance, coordinating site visits if applicable, overseeing performance evaluation processes, and contributing to supplier risk analysis and improvement plans. Finally, the role includes maintaining procurement and supplier-related databases, ensuring data accessibility for audits and reporting, and producing regular SRM reports for management, alongside providing general daily support to the procurement department and contributing to process improvements.

Work Experience

The role requires experience in purchasing, supplier management, or a similar administrative function. Proficiency in SAP/WINGS or other ERP systems is a plus. Strong organizational skills, attention to detail, and document management are essential. The candidate must be able to work under pressure, manage priorities, meet deadlines, and demonstrate proactivity, dynamism, and availability. Good communication, problem-solving, initiative, flexibility, and adaptability are also key requirements.

Skills

Procurement Procedures, Vendor Management, Database Management, Document Control, Supplier Performance Monitoring, Administrative Support, Reporting, Negotiation, Contract Management, Data Entry, Record Keeping, Communication, Problem-Solving, Interpersonal Skills, Organizational Skills

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