Procurement/Program Assistant

Jhpiego seeks a Procurement/Program Assistant who will help support the Regional Manager to manage the administrative, financial, logistical, and programmatic tasks required on the Jhpiego project. This includes assisting with program administration including scheduling meetings and preparing or editing program reports, and PowerPoint presentations. The project aims to Reduce malaria-related morbidity and mortality by supporting the implementation of the Seasonal Malaria chemoprevention Campaign in the North and the Far-north region. 

• Provide administrative support in the design, implementation, and monitoring of project activities.
• Provide procurement support to the Jhpiego Garoua office 
• Perform purchasing functions including: 
• Sourcing for quotations and negotiating for prices, terms, delivery and after sale services with vendors, 
• Work with program teams to develop procurement plan
• Prepare basis for vendor selection and where necessary forward to Jhpiego Baltimore for approval of procurement and prepare documentation for prior approval
• Raising LPOs and forwarding to vendors/suppliers
• Follow up with vendors to ensure timely delivery of goods and services 
• Work with Jhpiego staff to determine specifications for goods and services
• Maintaining/updating procurement systems and records: implementing the procurement system identified by Jhpiego Baltimore
• Assist in coordinating with Baltimore staff on approvals, shipments, clearing and deliveries to the office
• Participating in evaluating, appraising and selecting pre-qualified suppliers/vendors
• Work closely with the Finance Manager to ensure timely procurement and proactively identify gaps and make suggestions for improvement.
• Assume other responsibilities, as assigned.
• Order training materials in coordination with the Program team leaders and ensure that training materials and supplies reach training sites in a timely manner..
• Assist with other programmatic and administrative duties as required.

NOTE:  All staff members of Jhpiego, regardless of the level of their responsibilities are expected to:

• Lead by example
• Model the Jhpiego mission and values
• Contribute to the knowledge sharing and transfer process
• Make responsible decisions that result in time and cost containment and clear accountability
• Participate in multiple teams, adopt team spirit, take responsibility for action items assigned and provide feedback as needed
• Multitask, be able to manage competing priorities and be able to prioritize in order to meet program and/or organizational objectives.

• Bachelors’ degree in Supply Chain Management/Business Administration/Finance or Accounting/ Commerce or a related field.
• Minimum 3 years relevant experience in procurement or administration. 
• Experience working in a busy office.
• Computer skills including demonstrated hands on-experience with MS Word, MS Power Point, and MS Excel.
• Proficiency in both written and spoken English
• A broad variety of administrative, office management and computer skills
• Experience in managing teams and supervising multi-cultural staff. 
• Be self-motivated, proactive and have a positive attitude to work requiring minimum supervision.
• Excellent organizational skills including the ability to handle a variety of assignments sometimes under pressure of deadlines.
• Be cooperative, hardworking, flexible & dependable.
• Ability to communicate effectively, instilling trust and confidence
• Excellent interpersonal and communication skills
• Be of high integrity and have a sense of confidentiality
• Be willing to take on extra responsibilities in order to achieve the goals/objectives set by the organization
• A broad variety of programmatic, administrative, financial, and computer skills (including Word Access, Excel, PowerPoint, Outlook, and Access), which may need to be acquired through very quick learning
• Experience in team working and multicultural staff
• Excellent organizational skills
• Fluent in French/English.