Organisational Context

The Finance and Support Services Department (FSSD) provides effective delivery of IDLO’s finance, reporting, procurement, and information & communication technology to help deliver IDLO’s activities, thereby contributing to IDLO’s ability to strategically fulfill its mission. This also encompasses the optimisation of IDLO’s internal policies, processes, and extends to its organisational planning, target-setting, and performance measurement.

Under the direct supervision of the Programme Lead with a dotted line reporting  to the Global Procurement Lead in IDLO Headquarters and the Regional Operations Manager, the Procurement Associate ensures process integrity and provides administrative assistance to the Operations teams to support program delivery in Niger. The incumbent will provide the same support to Burkina Faso and Mali programmes when required.

Summary of Functions:

• Provide procurement support and ensure process integrity.
• Support the procurement processes, update procurement plans, and undertake procurement projects under the supervision of the Programme Lead/Global Procurement Lead
• Assist with market research for the goods and services to be procured and produce market research reports and cost estimations for the goods and services to be procured.
• Prepare Purchase Orders (POs) and contracts for contracting services and vendors and maintain a filing system.
• Monitor POs and contracts, including taking follow up actions and monitoring deadlines for timely delivery of goods and services.
• Maintain relevant internal databases and files, keep track of any contractual agreements, and inform respective contract management officials and obligations.
• Develop and update the rosters of suppliers and implementation of supplier selection and evaluation.
• Collect vendor forms from the vendors and control vendor forms incompleteness
• Ensure management of stock of office supplies, including sourcing of vendors, purchasing supplies as required, controlling receipt, storage, and issuance of supplies, and periodically updating stock cards.
• Support the Regional Operations Manager and Global Procurement Lead and the programmes teams in Niger, as needed Mali and Burkina Faso in procurement-related induction and technical support of sub-grantee partners.
• Ensure timely response to request for f office supplies, stationary, consumables and kitchen supplies; maintain the office inventory register and prepare periodic inventory reports
• Ensure the operation of the generator and its maintenance
• Ensure that tools ?? what od you mean by tools? are in place for management of Asset in Niger, same for Burkina and Mali
• Perform any other related duties as requested by the supervisor