Overview
This role manages the flow of section documents, verifies and records purchase requests, and monitors their timely submission. It also controls records of contract proposals and produces reports on outstanding purchase requests.
Key Responsibilities
- Manages the flow of section documents and facilitates effective access, tracking and retrieval of such documents by the section staff.
- Receives, verifies, and records the purchase requests and distributes the requests to the respective officers.
- Monitors, controls and records the receipt and purchase requests to ensure timely submission in accordance with the procurement plan and checks for any discrepancies.
- Controls records of the contract proposals submitted to the appropriate awarding authority and enters them together with related purchase orders into the relevant database and tracking application.
- Produces and keeps reports on the outstanding purchase requests that are not completed; prepares sheets on tenders and RFQs showing the latest status including dates of openings, submission, and closure dates and distributes copies to the concerned parties.
- Ensures that supervisor is aware of any item of special interest, checks accuracy of correspondence prepared for signature and brings discrepancies to the attention of the originator.
- Monitors supervisor’s schedule, arranges meeting and manages appointments, prepares meeting minutes and undertakes follow-up actions.
- Carries out routine actions; gathers and compiles files and other information; contacts other organizations to exchange information as required; responds to and manages the incoming calls.
- Performs other duties as may be assigned by the supervisor.
Required Experience
A minimum of four years of clerical work experience in procurement and logistics is required.
Qualifications
Successful completion of Secondary education plus two years’ business course recognized by the Agency.
