Procurement Assistant
CPI (Counterpart international)
Total years of experience :8 years, 4 Months
Develop logistical plans for current operations and logistics contingency plans.
Prepare plans for liquidation and downsizing.
Develop and execute tools and methodologies to enable effective implementation of logistic plans.
Design and develop standard operating methods to manage logistics operations efficiently.
Ensure accountable, timely and cost-effective release of peacekeeping cargos along with personnel.
Ensure all supervised staff members are trained as well as cross-trained adequately.
Identify added logistic training requirements to attain high working standards.
Coordinate and present logistics support to ongoing land, air, rail and river operations.
Ensure logistics requirements considers gender-specific needs.
Coordinate logistics activities related to procurement, funding, substantive units and humanitarian affairs.
Develop and execute logistics support policy, processes and methodologies to general benefit of all mission units.
Develop reports on material and personnel movements and various operational logistics problems.
Checking the tender documents and announced through ACBAR and newspaper, as well as through radio TV.
Checking the entire received tender document according the compliance.
All received procurement related issue and coordinated to the HQ in Bonn Germany.
Closely communication with logistic director in Bonn Germany.
Responsible for receiving item from HQ and clear all the customs issues.
Fully responsible for vehicle extensions with traffic department.
Fully responsible for Annual report to HQ, (Vehicle. Inventory & Stock)
Control all the projects procurement over in the Afghanistan.
Provide RFP, RFQ and PO
Checking all tender documents from main office and sub office
Kabul Main office
Maintain office supplies and provide logistical support in supply of major goods to the Procurement and Supply Manager.
Responsible for the timely preparation of files and documentation of the
Procurement department using filing system documentation
Includes: Purchasing Documentation, Vehicle Consumption Sheets
Assist in the preparation of any/all tender documentation;
Provide direct assistance and guidance in the preparation of RFQs, ITBs NCB,
Working on SCA international procurement database management system.
Monitor and track all procurement activities and manage the procurement database.
Assist, as needed, in the translation typing and data-entry in Dari;
Manage the whole documentations and forms filling and other required procedures for the procured goods and office equipment
Assist Procurement Department in preparing summaries of financial activities; tracking all documentation and transactions through master lists on the procurement system and verifying accuracy;
Assist project staff, as required, in coordinating logistics and project activities;
Have a clear understanding of Procurement policies and procedures and uphold standards of professionalism and confidentiality.
Keep record of purchased goods and develop office equipment inventories;
TRANSPORTATION
Daily administrative activities of the transport pool. Specifically, driver/vehicle scheduling, tracking log books, routine and major maintenance of the transport pool;
Daily attended the vehicle for all staff. Peaking and dropping
Track vehicle maintenance and make sure all vehicles repaired on timely manner and are ready all the time.
Arrange and coordinate travels.
Follow up on fuel contract with the pump station and make sure the fuel coupons are issued on professional and timely manner.
Monthly data entry of fuel consumption for vehicles, generators and heaters.
Management the asset management inside the office and all field sites. Regularly updates asset register with changes and new acquisitions;
Updates electronic master list of assets and their specifics monthly;
Assist, as required, in the weekly and monthly financial and activity reports and verifying accuracy;
Assist, as needed in radio room by monitoring the VHF and HF radios using appropriate voice procedure and safety protocols;
Other duties as assigned.
Ensure proper use of procurement paperwork including Purchase Request, Request for Quotations, Purchase Order, Bid Analysis and Payment Request.
•Ensure Purchase Requests are fill on timely manner to program needs in coordination with program managers.
•Assists staff as needed on creating clear and understandable purchase requests and other documentation.
•Collect quotations and bids from the market for PR-s as assigned by manager - as per standard formats.
•Coordinate with Warehouse Manager on delivery of items including completion of Goods Received Notes, storage of items and transfer of items to field sites.
•Orient all employees to Procurement procedures under the direction of the Operations Manager.
•Enforce proper use of procurement ceilings and approval procedures.
•Coordinate with the Finance Department to ensure that payments to vendors should made on time and without any unnecessary strain on the financial systems of MC in cooperation with the Operations Manager.
•Ensure procurement activities are legal and moral with coordination of Operation Manger
•In cooperation with financial management staff, help to ensure compliance with established financial management rules and procedures for procurement and personnel.
•Daily coordination of procurement activities.
•Maintain file on market prices for commonly bought items.
•Assist P&L Management with asset management. Identify assets during procurement and notify the Asset Controller on receipts of assets.
•Assist Program and operational personnel in regular procurement planning meetings.
•INVENTORY AND ASSETS
•Register all assets tagged with the USAID policy.
•Managing the Asset movement form
•Making the asset disposable form.
•Detection after the 3 months Practical check.
•Managing of Inventory Lists, Verification and Detection after 3 months.
•Managing the Asset Lists, Verification and Detection after one month.
•Managing and updating all filling system
•TRANSPORTATION
•
•Manage the (Trip ticket) form after the approval.
•Managing the Fleet management for all vehicles.
•Arrange transportation for the items if needed, for the Procurement officer, and for other Programs.
•Coordinate and dispose the car pool and drivers
•Ensure for servicing the cars.
•Cost calculations (Log books, KM and Spare parts control).
•Control with the Logbooks and sent to finance.
•Supervise Radio operators for usual tracking
•Managing the Monthly cost of fuel and maintenance.
•Managing the rent vehicle documents and submitted to finance section.
•WAREHOUSE
•
•Managing (GRN) Good Received Note Invoice for stock
•Managing and drafting Store release.
•Coordinate warehouse Manager.
•Managing Bin Cards for stock.
•Managing stock records form and daily update the master lists
•Getting weekly and monthly report from Warehouse Manager and send to Logistic officer.
•Managing in waybill and out waybill and store release for the raw materials and services
•Getting report from warehouse manager and send to operation manager
•DOCUMENTATION
•
•Organizing all documents and keeping of (waybill) and (GDR) (GRN) forms.
•Managing all of timetables.
•Record keeping of all contracts for rental vehicles.
•Keep confidential records of finance documents.
•Keeping the service contract of Gas and fuel
•Keeping of the agreement of the Fuel and water and Braining gas
RORA (Relief organization for Rehabilitation of Afghanistan
Preparing proper use of procurement paperwork including Purchase Request, Request for Quotations, Purchase Order, Bid Analysis and Payment Request.
Updating procurement electronically database management in Groove system, and maintaining all Field-offices groove system to be updated.
Ensure Purchase Requests filling in a timely manner to program needs in coordination with program managers.
Trained the assistant staff along other department staff for get knows about purchase requests and other procurement documentation.
Collect quotations and bids from the market for PR-s as assigned by manager - as per standard formats.
Coordinate with Warehouse Manager on delivery of items including completion of Goods Received Notes, storage of items and transfer of items to field sites.
Orient all employees to Procurement procedures under the direction of the Program director.
Enforce proper use of procurement ceilings and approval procedures.
Coordinate with the Finance Department to ensure that payments to vendors made on time and without any unnecessary strain on the financial systems of RPCS in cooperation with the Program director.
Ensure procurement activities are legal and moral with coordination of Program director.
In cooperation with financial management staff, help to ensure compliance with established financial management rules and procedures for procurement and personnel.
Logistic: -
Inventory and Assets & Transportation & warehouse
Register all assets tagged with the USAID policy.
Managing the Asset movement form
Making the asset disposable form.
Detection after the 3 months Practical check.
Managing of Inventory Lists, Verification and Detection after 3 months.
Managing the Asset Lists, Verification and Detection after one month.
Managing and updating all filling system
Manage the (Trip ticket) form after the approval.
Managing the Fleet management for all vehicles.
Arrange transportation for the items if needed, for the Procurement officer, and for other Programs.
Coordinate and dispose the car pool and drivers
Ensure for servicing the cars.
Cost calculations (Log books, KM and Spare parts control).
Control with the Logbooks and sent to finance.
Supervise Radio operators for usual tracking
Managing the Monthly cost of fuel and maintenance.
Managing the rent vehicle documents and submitted to finance section.
Managing (GRN) Good Received Note Invoice for stock
Managing and drafting Store release.
Coordinate warehouse Manager.
Managing Bin Cards for stock.
Managing stock records form and daily update the master lists
Getting weekly and monthly report from Warehouse Manager and send to Program director...
Managing in waybill and out waybill and store release for the raw materials and services
Getting report from warehouse manager and send to operation manager
GIZ Nawi (Gesellschaft für Internationale Zusammenarbeit)
M&E and Reporting officer Kabul Main office
Translating the RFQ to Dari and Pashto
Distributing the RFQ to reliable vendors, or vetting vendor
Collecting the sealed quotation and making the committee for opening
Making the bid opening summary sheet
Making the
of Dormitory Badakhshan office