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Duties and responsibilities:
B. Primary Roles and Responsibilities:
The Procurement Assistant is responsible for duties related to the acquisition of goods and services for in-kind grants and operations in Khartoum and field offices as required and in compliance with USAID regulations and DT Global policies and procedures Overall responsibilities include, but are not limited to the following :
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Provide information on costs, sources, and availability of goods and services to program and operations for the preparation of budgets, procurement plans and disbursement timelines.
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Become familiar with grants development procedures and share information about grants with Program Officers.
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Provide advice and guidance on procurement mechanisms, delivery time, etc.
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Determine the most reasonable and expeditious process for procurement in compliance with USAID regulations and DT Global policies and procedures.
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Obtain quotes/bids for all in-kind grant and operations items and services, prepare and analyze bids or call the procurement committee for a meeting to select a successful bidder and complete the procurement process in accordance with USAID regulations and the DT Global procedures.
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Receive goods from vendors or ensure that goods are delivered directly to grantee, as appropriate.
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Request and review tax registration and tax clearance for all suppliers of goods and services.
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Inform Procurement and Logistics Specialist on differences of actual costs for goods and services in comparison to the approved grant budget and provide inputs if budget modification or reallocation of fund within the same grant is needed.
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Work with the operations department to ship in-kind grant items and operations items to the field and follow up with the transporters to ensure appropriate delivery of items to destinations with sufficient documentation.
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Prepare “Transfer of Title” from to the Grantee and Non-expendable tracking sheet on monthly basis and provide it for review and check.
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Work with procurement unit in keeping up-to-date hard filing system of completed transactions for both operations and program for tracking purposes.
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Participate in sending out construction adverts, handing out the RFPs and registering the bidders’ offers in compliance with DT Global policies and procedures.
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Prepare the meetings of the evaluation committee and writing the minutes of the meetings.
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Assist in producing a monthly procurement reports, market survey, vendors, products and services
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Track and update vendors list, prices list in Khartoum and field offices and prepare recommendations about reliable resources for each types goods and services.
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Minimum Qualification, Skills and Experience Required:
C. Qualifications and Experience:
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Bachelor’s degree in Business Administration, supply chain management, Marketing or other development-related field required.
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One (1) to two (2) years of experience in Procurement and working for an NGO and/or international development organization on development/disaster assistance program; USAID experience preferred.
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Comprehensive knowledge of market and purchasing options and challenges in Sudan required, as well as local supply chain management;
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Proficient in the use of Microsoft applications, including Word and Excel
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Excellent organizational and crisis management skills and the ability to interact effectively with international and national personnel
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Fluency in both written and spoken Arabic required and high-level of proficiency in written and spoken English desired
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Excellent time management and organizational skills and great attention to detail.
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Computer literacy required with proficiency in Microsoft applications, including Word and Excel and preferably Access
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Willingness and ability to travel throughout Sudan
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Excellent time management and organizational skills and great attention to detail
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Ability to work effectively within a team and individually
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