Procurement Assistant T- MARC

Position: Procurement Assistant Supervisor: Contracts Manager Location: Dar es Salaam, Tanzania

T-MARC Tanzania is a non-profit, Tanzanian, non-governmental organization working to improve public health and promote social development. Our social products and behavior change communication initiatives target vulnerable, at risk and low income populations and address infectious diseases like HIV/AIDS and malaria, family planning and reproductive health, child survival, water and sanitation and nutrition.
We seek to recruit a suitable candidate to fill the position of Procurement Assistant.

Broad Functions:
The Procurement Assistant will assist the Contracts Manager in the procurement of services and goods in a competitive manner and for the best value for money.
Duties and Responsibilities:
Maintain records, files and documents; prepare routine correspondence and general reference documents; organize data and information.
Ensure that procurement activities are in full compliance with T-MARC and donor's rules, regulations, policies and strategies.
Support the Contracts Manager to track procurement progress by keeping the procurement tracking matrix up to date.
Provide inputs to the Organization's Procurement Plan.
Keep information on the status of various contracts; ensure that all the procurement actions, including contract extensions, are done well in advance. Prepare procurement catalogues on all major goods and services based on approved standards. Prepare, as per internal control system, purchase orders and ensure timely corrective actions on purchase orders with budget check errors and other problems.
Ensure proper filing of the procurement and sub-contracting related documentation.
Assist concerned requestor in preparation of Scopes
of Work (in line with Procurement Plan) and technical specifications.
Implement proper monitoring and control of procurement processes including organization of Request for Quotation (RFQ) or Request for Proposal (RFP), receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with the T-MARC rules and regulations.
Update list of preferred vendors/suppliers.
Maintain good and excellent relationships with

supplier.
Draft requests for quotations or invitation for bids using standardized templates, assist in preparation of complex solicitations.
Assist in analyzing offers for price reasonableness, adequacy of material offered and acceptability of the terms and conditions of the solicitation, including delivery date and shipping requirements.

Assist in the process of preparing draft Contract Review Committee justifications, when appropriate. Processing Value Added Tax (VAT) exceptions to Ministry of Health and Tanzania Revenue Authority Perform-ether functions as directed by the Contracts Manager.

Required qualifications and experience:
Holder of a Bachelor's Degree or Advanced Diploma in Procurements or Supplies, Administration or similar qualifications;
Professional training on procurement, office management and exposure to Public Procurement Regulation Authority (PPRA) would be considered positively.
Registered by the Procurement and Supplies Professionals and Technician Board (MUST)
Knowledge, skills and abilities:
A minimum of 2 years working experience in purchasing, contracts administration, or subcontracting.

Experience in the usage of computers and office software packages (MS Word, Excel, and Power Point etc.)
Familiarity with USAID and other Donors' Rules and Regulations.
Strong writing and presentation skills in both English and Kiswahili
Good interpersonal skills.
Ability to perform computations
Good analytical skills.
Ability to function in a multi-cultural environment

Application Instructions:

Candidates who fully meet the requirements should email a cover letter indicating the title of the desired position along with a detailed CV, three professional references, certificates, and a daytime telephone contact to:

The Managing Director T-MARC Tanzania
P. O. Box 63266
Dar es Salaam, Tanzania