Procurement Associate

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 optimization of IDLO’s internal policies and processes and extends to its organizational planning, target-setting, and performance measurement.

Under the direct supervision of the Procurement Specialist, the Procurement Associate ensures process integrity and provides administrative assistance to the Operations team to support program delivery.

• Provide procurement support and ensure process integrity.
• Support the procurement processes, update procurement plans, and undertake small procurement projects under the supervision of the Country Manager.
• 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), contracts for contracting services and vendors, and maintenance of 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, keep track of any contractual agreements, and inform respective contract management officials and obligations.
• Develop and update the rosters of suppliers and implement supplier selection and evaluation.
• Collect vendor forms from the vendors and control vendor forms in terms of completeness.
• Ensure management of stock of office supplies, including sourcing of vendors, purchasing of supplies as required, controlling receipt, storage, and issuance of supplies, and periodically updating stock cards.
• Support the Country Manager and the programme team in procurement-related induction and technical support of sub-grantee partners.
• Assist the Procurement Specialist in staff induction and training on IDLO procurement guidelines and processes.

• University Degree in Business / Public Administration or related field. Specialized training in procurement is an asset
• Professional qualification in procurement
• At least 3 years of procurement, contract management, and contract administration experience in public or international organizations.
• Excellent spoken and written knowledge of English is required.
• Sound understanding of procurement principles and practices
• Good contract law knowledge and expertise in managing complex contract issues
• Demonstratable negotiation and contract management skills
• Excellent analytical skills and ability to conduct independent research, identifying issues, formulating options, and making conclusions and recommendations.
• Excellent written and verbal communication skills with all levels of seniority, both internally and externally;
• Ability to engage with stakeholders through collaborations, leading, and influencing business decisions.
• Demonstrable people management skills, including managing performance from direct reports
• Demonstrated ability to work proactively and independently, as well as in a team environment;
• Proven ability to analyze potential risks, promote risk awareness, and hold others to account for their practices.
• Sharing knowledge across the organization and building a culture of knowledge sharing and learning;
• Strong interpersonal skills and able to deal with people in a multicultural environment;
• Willingness to undertake periodic travel to other office locations in high-risk areas;
• Demonstrated ability to promote ethics and integrity