Procurement Assistant at Water Mission

Procurement Assistant at Water Mission 

Water Missions International

Dar es Salaam February 2, 2024

This position is located in Dar es Salaam, Tanzania. We are accepting applications through February 13, 2024

Who is Water Mission?

Water Mission is a Christian engineering nonprofit that builds sustainable, safe water solutions for people in developing countries, refugee camps, and disaster areas. Since 2001, Water Mission has served more than 8 million people in 61 countries, sharing safe water and the message of God’s love. Working at Water Mission is as much a calling as it is a career, and we are searching for people with the courage, passion, and drive to help us change the world. Read more about our Statement of Faith and Christian Mission.

What is the opportunity?

Under the Regional Finance Officer’s supervision, the Procurement Assistant oversees the procurement and logistics functions within the region, following established standards and procedures. This position will be based in Dodoma, where the regional offices are located. This position requires abilities to plan, organize, and coordinate assigned activities related to the office.

The Procurement Assistant will be responsible for:

Procurement Operations

Draft and implement the annual procurement plan.
Ensure that procurement is completed, documented, and delivered to the end-user in a timely manner, ensuring that items procured meet the specifications of the end-user.
Send out requests for quotations and purchase orders to suppliers and service providers.
Compile all relevant supporting documentation and attach them to ensure procurement procedures have been applied.
Establish and maintain a pipeline of recommended suppliers, overseeing the logistical aspects of the operation; oversee goods/commodity storage and movements as needed.
Periodically update the pre-qualification list of suppliers and seek approval to update the list of suppliers and service providers annually. This will entail the following.

Logistics & Administration

In charge of receipts, storage, and issuance of items/commodities as per Logistics Standard Operating Procedures at the regional level.
Compile and prepare internal weekly stock sector update and submit to the supervisor.
Anticipate transportation needs and arrange shipments to IDS field sites.
Fill all the documents needed for transportation of goods (Packing list and Waybill)
Draft service contracts with transportation company whenever needed.
Ensure all vehicles legal documentation and procedures are updated. Provide Orientation to new staff on Procurement procedures from time to time in line with LI policy.

Fixed Assets and inventory management

Ensure timely offloading of all supplied inventory at the warehouses and update all the relevant departments.
Conduct Inspection of warehouses and report any repair/maintenance and fumigation needs to the supervisor.
Ensure timely offloading of all supplied inventory at the warehouses and update all the relevant departments.
Conduct monthly physical count of all inventory items held in the warehouses and maintain assets register for each sector.
Ensure proper security of the warehouses by keeping warehouse keys in safe custody.
Maintaining ledger records and stock/bin cards.
Prepare daily reports of incoming and outgoing items to the warehouse.
Assist in preparing precise, analytical, and accurate weekly, monthly, and yearly stock reports.
Carry out periodic physical inventory counts with Finance team.
Support the field teams to maintain inventory records of the movement of stock in and out of stores and other materials in the store.

Key Performance Indicators

Consolidated Procurement Plan in place
Prequalification of suppliers
Contracts management
Timely Procurement of goods and services
Timely payment of suppliers.

What is required?

Alignment with Water Mission’s Statement of Faith and core values of Love, Excellence, and Integrity.
Impeccable level of integrity in handling funds in an accountable and transparent manner.
Fluent in English and Swahili.
University degree in Procurement and Logistics is required.
At least one year of experience in procurement and logistics management.
Excellent written and verbal communication skills, including articulating ideas and feedback constructively.
Skills with MS Office suite (Word, Excel, Outlook, and SharePoint)
Personal and growing relationship with Jesus Christ.
Excellent project management skills.
Excellent relationship and conflict resolution skills.
Ability to work both independently and collaboratively with a team.

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