About the Organization
The African Union is a continental body consisting of the member states that make up the countries of the African Continent. It is an equal opportunity employer.
Job Summary
The Procurement Assistant provides operational support for the implementation of procurement activities in the unit. The role reports to the Procurement Officer within the Operations Support Services directorate.
Key Responsibilities
Provides timely administrative and operational support.
Participates in the planning of the activities of the unit.
Prepares operational work schedules and follows up implementation.
Coordinates and/or engages in technical assistance and/or logistical work.
Participates in the creation, improvement and maintenance of operational processes and systems.
Prepares office communication and drafts reports.
Handles communication at operational level and provides updates.
Participates in the compilation and maintenance of data and information for preparation, implementation and monitoring of budgets, activities etc.
Coordinates procurement activities from planning to contract award.
Develops, executes, and administers simple procurements for diverse works, goods and services in accordance with AU Regulations and internally accepted standards and procedures.
Provides advice and guidance on issues relating to institutional procurement.
Ensures the effective exchange of information between the Division and relevant stakeholders.
Prepares and obtains quotations and samples for goods, works and services.
Prepares and finalizes purchase orders, memos, evaluation reports and other relevant procurement documents.
Provides guidance to Business Units on procurement activities, as well as oversight. Supports Business Units in creating departmental procurement plans and estimates.
Ensures timely implementation of procurement activities, in accordance with project schedules.
Undertakes regular survey of new Suppliers, products and prices in the local market.
Tracks orders to ensure prompt delivery.
Produces periodic statements on purchases such as monthly status of purchase orders.
Initiates action on clearance of imported items for the Commission.
Provides technical and policy advice on all aspects of procurement to stakeholders.
Prepares and presents procurement cases to the relevant authorities for approval.
Assists in preparing and distributing invitations to tender and in managing/conducting all aspects of the bidding proposal and evaluation process.
Reviews invoices to determine compliance with purchase orders and receipt of goods/services. Processes payments.
Prepares drafts for assigned contracts for review by Procurement Officer(s).
Performs other related duties and responsibilities assigned by the supervisor.
Required Qualifications
Diploma in Procurement/Purchasing, Supply Management, Logistics Management, Business Administration/Management or a related field with a minimum of three (3) years of relevant work experience in Government, international organizations, or large public or private sector organizations; OR
Bachelor’s Degree in Procurement/Purchasing, Supply Management, Logistics Management, Business Administration/Management or a related field with a minimum of two (2) years of relevant work experience.
A professional certification and membership in a relevant procurement professional body will be an added advantage.
Experience in web-based management/ERP systems such as SAP is required.
Required Skills and Competencies
Planning and organizational skills
Interpersonal skills
Report writing and presentation skills
Communication skills
Proficiency in one of the AU official working languages (French, English, Portuguese, Arabic, Kiswahili, and Spanish) and fluency in another AU language(s) is an added advantage
Core Competencies: Teamwork and Collaboration, Accountability awareness and Compliance, Learning Orientation, Communicating Clearly
Functional Competencies: Troubleshooting, Job Knowledge Sharing, Task Focused, Continuous Improvement Awareness