Procurement Assistant

Oxfam shop
US - Maryland - Damascus
February 1, 2025

The Role:

Oxfam Syria is looking for Procurement Assistant

KEY RESPONSIBILITIES

Procurement Operations:
• Assist in the preparation of procurement plans, Purchase Requests (PRs), and Purchase Orders (POs) while ensuring compliance with Oxfam's procurement guidelines.
• Collect and organize quotations from suppliers, ensuring completeness and accuracy in documentation.
• Maintain a tracker for all ongoing procurement activities to monitor status and deadlines.
• Coordinate with suppliers to ensure timely delivery of goods and services as per agreed terms.
• Conducting field visits to the markets upon request to support the procurement process.

Documentation and Compliance:
• Ensure proper filing and documentation of procurement processes, including supplier bids, evaluation sheets, and POs, following Oxfam's standard operating procedures (SOPs).
• Verify that all procurement documents meet donor and audit requirements before submission.
• Support the Senior Procurement Officer in preparing waiver requests and justifications for single sourcing or exceptions.
• Support the Procurement team in preparing payments and archiving process.

Supplier Management:
• Assist in maintaining and updating the supplier database, including collecting, recording supplier registration documents, and vetting details.
• Communicate with suppliers regarding order confirmation, delivery schedules, and any necessary clarifications.

Reporting and Coordination:
• Compile and update weekly procurement reports for internal sharing with the Logistics and Program teams.
• Assist in preparing reports required by Oxfam HQ or external donors related to procurement activities.
• Coordinate with the Finance Department to ensure timely payments to suppliers.
• Produce and submit regular progress and analytical stock, assets, equipment inventory, orders, vehicles and fuel consumption, and travel status reports as and when required.
• Periodically assign report on Helios and inform management about the analysis of the results.

Capacity Building and Support:
• Support field offices by responding to basic procurement queries and providing guidance on Oxfam's procurement processes.
• Participate in procurement training sessions to develop skills and awareness of Oxfam's procurement policies and donor regulations

Other duties may be reasonably required in supporting the delivery of team objectives and outcomes.

An ideal candidate for the role will also be / have:

ESSENTIAL
• Self-Awareness
• Relationship building
• Humility
• Enabling

In addition:
• Bachelor's degree/High Secondary certificate in Logistics, Supply Chain Management, Business Administration, or a related field.
• Bachelor's degree holder minimum of 2 years or High secondary education 5 years in procurement, supply chain, or logistics roles and processes, etc or a related role within the non-profit sector (as Supply Chain Assistant, Procurement Assistant, Logistics and Fleet Assistant, Operations Assistant etc).
• Experience working with international NGOs or humanitarian organizations is preferred.
• Experience in handling procurement requests and processes, supported by employer references or certifications.
• Direct experience in preparing and managing purchase orders, bid analysis sheets, and supplier contracts.
• Evidence of creating and maintaining procurement tracking systems.
• Experience working with local suppliers, and other logistics partners in Syria.
• Experience in supplier selection, vendor negotiations, and vendor performance evaluation.
• Demonstrated ability to prepare and analyse financial quotes or cost comparisons (e.g., samples of financial work completed in past job roles).

Evidence of managing multiple procurement requests simultaneously within tight deadlines.
• Proficiency in English and Arabic.
• Proficiency in using office software (e.g., MS Office Suite) and administrative tools.
• Flexibility and willingness to travel up to 75% monthly basis or when required.

Desirable
• Familiarity with procurement/compliance regulations from international donors (e.g., USAID, ECHO, GFFO, or UN).
• Awareness of anti-corruption and ethical procurement standards.
• Experience working with ERP or procurement software systems.
• Knowledge of import/export regulations, especially in conflict-affected regions.

We offer:

We offer a competitive salary and a range of additional benefits to staff including flexible working options, generous pension scheme, annual leave, additional leave allowances, company sick pay, life assurance and a range of other benefits.

From the day you join Oxfam we invite you to stretch and learn in your role. Our wide range of Learning & Development opportunities includes in-house courses, e-learning modules, on-the job learning opportunities, coaching and mentoring, and much more.

You can read more about all Oxfam has to offer here.

How to apply:

As part of your online application, please upload your up to date CV and Cover Letter explaining your suitability against the essential criteria in the job profile.

Read the full job description and apply online on the recuiter's web-site

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