Procurement and Logistics Assistant Full-Time

The Helen Keller International is hiring a Procurement and Logistics Assistant.

Major Tasks and Activities

Procurement

• Ensure all procurement comply with HKI policies and procedures, ensuring correct usage of all forms.
• Ensuring the proper filing of all procurement documentations.
• Solicit quotations and bids as appropriate.
• Prepare services agreements for approval.
• Manage Watchdog Pro vetting process.
• Assist in training to other staff on HKI procurement procedures.
• Assist in managing suppliers’ contracts. Planning procurement activity on the basis of the expiry of contracts recorded on the suppliers/contracts database.
• Assist with physical inventory count is performed on an annual basis and that all equipment has an inventory number.
• Assist in Coordination of disposition of equipment following donor conditions and HKI policies and procedures.
• Assist to ensure proper management of any HKI stocks, carrying out spot checks of stores.
• Procuring goods and services as per HKI procurement policies and procedures.
• Assist the Finance and Administrative Assistant in general filing and front-office paperwork.
• Assist in conducting market research and update price lists in respect of relevant equipment and services.
• Assist undertake procurement activities such as advertisements, reviewing technical specifications for goods, drafting terms of reference for consulting services, preparing bid documents, providing necessary assistance and tools for conducting evaluation processes, etc.
• Assist in maintaining a database of suppliers (vendors) and consultants to include their contacts, areas of expertise, relevance to project components.
• Assist in other tasks as directed by Country Director/Supervisors.

Fleet/Vehicle Management

• Assist in managing logbooks-control and filling by ensuring thorough completion bydrivers for each journey.
• Assist in managing system to monitor and control fuel usage for vehicles.
• The Logistics Assistant ensures that HKI procedures and respective donor regulationsapplicable are closely followed.
• Follow up with Fleet in allocation and proper rotation of appropriate work andassignments to the Drivers.
• Assist in maintaining a box filing system for each vehicle and motorbike that stores allinformation.
• Assist in other tasks as directed by Country Director/Supervisors.

Logistic

• Assist in organizing administrative logistics including booking of flights and hotelreservations, arranging for transportations, review of travel authorizations,documentations and payments.
• Logistics Intern ensures the proper functioning of supply chain including purchasingof goods and services, their transport and storage.
• Supporting clearing and forwarding with the contractors.
• Assisting procurement assistant as requested.
• Assist in other tasks as directed by Country Director/Supervisors.

How to Apply

Interested candidates should send their cover letter and curriculum vitae. Please indicate the position in the subject line of the email.

Position Job Grade: Grade F

Report directly to: Finance Manager dotted line Finance and Operations Manager Tanzania

Collaborate with: All Staff