Procurement Assistant Consultant

Qualifications & Experience

• Bachelor’s degree in Procurement and Logistics, Supply Chain Management, Business Administration, or a related field.
  
• At least 1–2 years of experience supporting procurement or supply chain functions, preferably in NGOs or donor-funded environments.
  
• Fundamental understanding of procurement principles, ethics, and compliance requirements.
  
• Experience working in shared-services or multi-entity environments is an added advantage.
  

• Support the preparation and implementation of procurement plans aligned to approved budgets and work plans.
  
• Assist program and operations teams in defining procurement needs and specifications.
  
• Support consolidation of procurement requirements across WITU and Hive Colab to enhance cost efficiency.
  

• Support sourcing of goods and services through quotations, bids, or tenders in line with approved thresholds and procedures, including market research for price comparisons.
  
• Assist in the preparation of procurement TORs, Requests for Quotations (RFQs), and bidding documents.
  
• Support bid receipt, opening, evaluation, and documentation processes.
  
• Prepare purchase orders and procurement documentation for approval.
  
• Track purchase requests, purchase orders, and service contracts through to delivery.
  

• Maintain an updated supplier database for both organisations.
  
• Support communication with suppliers regarding quotations, delivery schedules, and procurement outcomes.
  
• Assist in evaluating vendor performance and recommending improvements.
  

• Ensure all procurement activities comply with internal procurement policies, donor requirements, and applicable regulations.
  
• Maintain complete and accurate procurement files, including approvals, quotations, contracts, and delivery notes.
  
• Support audit readiness by ensuring procurement documentation is well organised and accessible.
  

• Support receipt, tagging, and handover of procured assets in coordination with finance and program teams.
  
• Assist in updating asset registers and inventory records.
  
• Support periodic asset verification exercises.
  

• Prepare routine procurement status updates and summary reports.
  
• Flag procurement risks, delays, or non-compliance issues to supervisors for timely action.
  
• Work closely with finance, program, and operations teams to ensure smooth procurement workflows.
  

1. Approved procurement plans and schedules
   
2. Complete and compliant procurement files for all transactions
   
3. Updated supplier database
   
4. Procurement status and summary reports
   
5. Updated asset and inventory records
   
6. Inputs into audit and compliance reviews