Procurement Assistant

CARE International established a presence in Jordan in 1948, created in the wake of the Palestinian refugee crisis. Over 70 years later, CARE has served the needs of the Palestinian, Iraqi, Somali, Sudanese, and now Syrian refugee communities. CARE’s scope of work has evolved from emergency response to long-term development programming, now encompassing an Urban Refugee Protection Program, the Azraq Camp Program, and the Sustainable Development Program. CARE International seeks a world of hope, tolerance, and social justice, where poverty has been overcome and all people live with dignity and security. In Jordan, CARE will be recognized for its commitment to the humanitarian protection and empowerment of communities especially women and girls, where rights are secured, and human potential fulfilled for all. CARE in Jordan leads humanitarian protection, economic empowerment, and civic engagement interventions for women and girls from poor and vulnerable communities in the fight to overcome poverty, gender-based violence, and social injustice. We nurture accountability, leadership and political will internally and among our partners to achieve this mission. CARE values equality, integrity, transformation, excellence, diversity, and respect for the dignity and worth of every human being, where we affirm the dignity, potential, and contribution of all; communities we work with, partners, donors, and staff. CARE is committed to safeguarding and promoting the welfare of children, young people and adults and expects all staff and volunteers to share this commitment. We will do everything possible to ensure that only those that are suitable to work within our values are recruited to work for us.

The Procurement Assistant’s overall responsibility is to assist in ensuring the execution of transparent and efficient procurement procedures while keeping in mind legal considerations and donor requirements. The Procurement Assistant will generally assist the Senior Procurement Officer in all local and international procurement orders affected through the Country office. The Procurement Assistant will also assist in maintaining a fully accountable procurement tracking system on People Soft and as needed, sending of RFQ’s, monitor receipt of goods or services and payment document preparation/approval.

JOB RESPONSIBILITY 1: Procurement of Goods and Services

• Conduct daily procurement activities in a fair, transparent, and accountable manner and in compliance with the CARE USA Procurement manual and other reference documents as a guide.

• Assists staff as needed on creating clear and understandable purchase requests and other documentation.

• Solicit and gather quotes, as per CARE policy, conduct analysis and compare quotes as needed.

• Contributes to guarantee the confidentiality of all specifications and price quotations made by vendors/suppliers and that all related documents are to be kept secure and strictly confidential as well as to assure that adequate measures are being taken to assure that confidentiality is maintained.

• Assist in monitoring the receipt of bids and ensure that deadlines are adhered to demonstrate the outmost fairness in the process.

• Coordinate with the Admin Assistant and other staff members to ensure that Good Received Note information properly matches contract, invoice and receipt information.

• Assist the Senior Procurement Officer / Admin Manager to prepare all tender documents and ensure the timely and proper publication of these adverts in the local dailies and forward copies to respective individuals where appropriate.

• Assist the Senior Procurement Officer in coordinating the procurement committee meetings, taking minutes, following up with the suppliers, etc.

• Using People Soft to provide necessary support relating to the procurement activities; prepare Pos, RFQs, etc.

• Collect all supporting documents and approvals, GRNs, correspondences and finalize the file to be sent to finance for settlement.

JOB RESPONSIBILITY 2: Vendor Management

• Assist in managing the vendor list by maintaining a professional relationship with listed vendors and service providers to ensure that materials and requirements meet established standards, and those applicable policies, practices and procedures are understood and followed.

• Assist Senior Procurement Officer in surveying the market for new potential vendors and assist in the process of evaluation for enlistment into the vendor list.

• Procurement Assistant should ensure that legitimate concerns and rights of vendors and service providers are duly looked into and addressed promptly, this includes things like; due payments for performed contracts, certificates for tax deductions, complaints and other legitimate issues raised.

JOB RESPONSIBILITY 3: Communication and Feedback

• Maintain an open and proactive line of communication with projects, and provide requestors with updated status of requests and try to inform and involve them in cases of bottle necks that might cause delay.

• Provide guidance in ensuring that sufficient information is provided for procurement to act upon. • Efficiently utilize all communication tools available to procurement to keep requestor informed; this includes, contracts tracker, procurement status report and constant response to queries raised from time to time.

• Coordinate efficiently with the Admin / Program Teams to ensure the timely delivers of supplies to project operational areas to avoid projects inputs lying in store after procurement has completed.

• Develop and maintain contacts with vendors, governmental entities and other interested parties.

JOB RESPONSIBILITY 4: Anti-Terrorism Compliance

• Ensure that CARE Jordan comply fully with the anti-terrorism policy and documents all screening result for future reference.

JOB RESPONSIBILITY 5: Perform other duties as assigned

• Additional Duties Performed as assigned. Conduct basic orientation on the procurement procedures and on how to use People Soft.

JOB RESPONSIBILITY 6: Emergency Response / Staff Security

• Take a lead role in facilitating timely, quality administrative support function delivery in the time of emergency response • Promote a safe and secure work environment; foster a safety and security culture; and ensure consistent application of, and compliance with, CARE International safety and security policies and procedures.

Qualifications:

Required: Diploma in Business Studies, Mathematic, Engineering or related field.

Desired: • Aware of local market conditions

• Bachelor’s degree in Business Studies or related field.

• Flexibility in accepting work assignments

• Work as team player with people from different cultural backgrounds

• Must be guided by sound ethical principles and transparency on work

• Good interpersonal skills

• Good numerical skills to maintain accurate records

Experience/Technical Skills :

Required: Minimum 1 to 2 years procurement related experience preferably from UN/INGOs sector

Desired: Development oriented NGO experience.

Competencies:

CARE Core Competencies:

• Respect – Behaving in a manner that reflects a true belief in and appreciation for the dignity and potential of all human beings. Gaining other people’s confidence and setting an environment of trust and openness.
• Integrity – Maintaining social, ethical, and organizational norms; firmly adhering to codes of conduct and ethical principles inherent to CARE.
• Excellence – Setting high standards of performance for self and/or others; assuming responsibility and accountability for successfully completing assignments or tasks; self-imposing standards of excellence rather than having standards imposed; ensuring interactions and transactions are ethical and convey integrity.
• Diversity – Promoting, valuing, respecting and fully benefiting from each individual’s unique qualities, background, race, culture, age, gender, disability, values, lifestyle, perspectives or interests; creating and maintaining a work environment that promotes diversity.

Other Competency:

• Customer Focus – Making customers and their needs a primary focus of one’s actions; developing and sustaining productive customer relations.
• Information Monitoring – Setting up ongoing procedures to collect and review information needed to manage an organization or ongoing activities within it.
• Planning and Organizing – Establishing courses of action for self to ensure that work is completed efficiently and effectively in accordance with CARE’s core values.
• Collaboration – Working effectively and cooperatively with others toward shared goals; establishing and maintaining principle-centered working relationships.
• Initiating Action – Taking prompt action to accomplish objectives; taking decisive action to achieve goals in times of uncertainty or in fluid contexts; being proactive.
• Follow-up – Monitoring the results of assignments, or projects, considering the skills, knowledge, and experience of the assigned individual and the characteristics of the assignment or project.

– This role will be reviewed on rolling basis.

– Applications can be submitted until 11th May 2023, after that interviews will start for applicants.

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