Procurement Assistant – CDT-Africa, College of Health Sciences, Addis Ababa University
Business and Administration, Logistics, Transport and Supply Chain, Purchasing and Procurement
CDT-Africa, College of Health Sciences, Addis Ababa University
The Center for innovative Drug Development and Therapeutic Trials for Africa (CDT-Africa) is a semi-autonomous, World Bank supported regional center of excellence for education and research.
Vision
Africa-based, world-class center that provides ground-breaking discoveries and inventions of drugs, vaccines, diagnostics and other interventions
Objective
Support equitable access to interventions (Medicines, vaccines, diagnostics and other interventions) and bring about sustainable development in Africa through high quality capacity development for novel therapeutic discoveries supported by clinical trials.
Approach
- Increase human and infrastructure capacity
- High quality research for therapeutic discovery
- Skill development for industrial manufacturing in Africa
- Sustainable impact through medicinal plants conservation, public and policy engagement, and sustainable financing
The Procurement Specialist Assistant helps a procurement specialist in carrying out procurement processes based on competitive bidding and ensures that the items meet the basic procurement principles. The Procurement specialist Assistant ensures that the procurement process is carried out following the World Bank procurement procedures.
Procurement Specialist Assistant Duties and Responsibilities
- To accomplish the primary goal of assisting with the procurement of materials for a center, Procurement Specialist Assistants perform many tasks including but not limited to the following:
- Receive and process orders assigned by the Procurement specialist or the Center’s head, by checking that order has been correctly filled, that quantity/specification is provided, and the requisition has been properly authorized.
- Prepare the necessary Request for quotation (RFQ), Request for Work (RFW), and Request for Proposal (RFP) for the shopping method of procurement with strict adherence to the Center’s procurement Manual and cause for approval by the concerned authority.
- Prepare a bid analysis as per the received quotations, Prepare Minutes and bid evaluation report as well as avail the report for concerned authorities or Committees for approval.
- Prepare a letter of award, contracts documents, and purchase order (PO).
- Monitor the timely issuance and collection of RFQ, RFW, and RFP.
- Where requested, help requesters/user department to develop specifications, checking the availability of the items, rough costing as per previous procurements files.
- Assist to ensure payment of suppliers is made promptly and that the finance department receives all the necessary documentation.
- Follow-up on the status of all procurement processes and performance of procurement as necessary;
- Assist in the evaluation of proposals with evaluation committees, and facilitate negotiations and award of contracts;
- Prepare notification of bid results to all successful and unsuccessful bidders;
- Prepare the bidding documents and Request for proposal for National and International Methods of procurement.
- Handling procurement-related correspondence with pertinent offices;
- Maintenance of records of procurement documentation in a systematic manner to make them available for procurement audits and reviews.
- Ensure that the purchased goods and services are used for the proper purpose.
- Sell bidding documents.
- Prepare the proper forms for bidding document selling, bid submission, bid opening, etc.
- Prepare bid boxes, facilitate and register submitted bids and manage same.
- Assume responsibility for being alert to any indication of unethical behavior and report such behavior to his/her immediate supervisor;
- Conduct a market survey to check and assess the market price information of the goods.
- Prepare periodic and weekly procurement reports and submit them to procurement specialists on the timely basis
- Ascertains that goods are delivered in good condition, right quantity, and quality following the standard specification as specified in the bidding document.
- Maintains documents safely and carefully for payment, settlement, and reference thereof; ensures that necessary procurement documentation activities are timely and duly performed.
- Follows up and expedites local and foreign procurement processes of the Center
- Open bids, invite the procurement initiator and internal audit to attend the bid opening ceremony, if possible,
- Receive, keep, manage, or forfeit bid securities depending on the conditions stated in the bidding documents.
- Cover any tasks of procurement specialists as required.
- Facilitate the purchase advance issues and settlement, payment request, and the delivery of ordered goods
- Support the procurement specialist in identifying items required, procured, and items that are repetitively requested by considering the annual procurement plan of the center.
- Perform other jobs when required and any other related tasks as assigned by immediate supervisor.
Requirements & Skills
- Good understanding of supply chain procedures and the ability to interpret procurement policies.
- Advanced knowledge of MS applications such as MS Excel, Word, etc.
- Energetic and willing to learn
- Good time management and organizational skills
- Ability to handle multiple projects simultaneously to meet goals and deadlines
Work experience
- 6 years as a Procurement specialist Assistant, Procurement /Purchasing Officer, procurement specialist or related position and among them 2-year experience in World Bank Financed Project is Mandatory. Procurement experience in the area of Laboratory Goods is preferable.
Educational qualification
- BSC in Logistics and Supply chain management, Business Administration, Business Management, Accounting, Purchasing & supply management, or related field.
