Preparation of bid document (ITB), quotation (RFQ) and Request for Proposal (RFP) for the procurement of supplies and services.
Distribution of bid document to the vendors/organizations as instructed by the Supervisor. Ensure timely receipt of Bid document by the suppliers. Produce weekly Bid opening register.
Facilitate bid opening in public, along with authorized bid opening officer and witness. Maintain bid documents in a chronology manner. Respond to the suppliers on relevant queries on the bid.
Preparation of comparative statement of the bid opened and evaluate of samples along with respective programme section..
Draft purchase for the recommended supplier(s) and forward PO to the suppliers, maintain record on receipt of PO by the suppliers. Also send routine notices to the suppliers who failed to confirm the receipt of PO on time. Examine invoices in line with PO and draft payment request
Assist Logistics Specialist for drafting clearance of shipment from the port and maintain correspondences for ready reference.
In coordination with Country Office laison with clearance agent, Port Customs for timely clearance of the shipment. Keep proper record of shipping document in the specific PGM file.
In coordination with program section facilitate distribution of supplies to the recipient project, end-users. Maintain electronic copy of dispatch in liaison with SAP focal point.
Routinely monitor vendor performance and discard those who do not meet the delivery time and quality.
Fluency in written and spoken English. Knowledge of local languages will be an asset.
OTHER SKILLS AND ATTRIBUTES
Good negotiation and communication skill.
Ability to work effectively and harmoniously in an international and multicultural environment.
Good knowledge of computer applications required.
Good judgment, initiative, high sense of responsibility & sensitive to different cultures