Job Responsibilities

• Procurement Management
• Facilitate the end-to-end procurement activities, including preparation of RFQs, tender documentation, evaluation selection, contract administration, and payment coordination.
• Develop the program Procurement Plan in alignment with the Annual Work Plan and provide regular updates in accordance with Commonwealth Procurement Rules and program Operations Manual. .
• Conduct market surveys, obtain official bids, and other needed documents from bidders in the market.
• Lead and facilitate the establishment of preferred supplier where appropriate.
• Establish and maintain sound working relationship with suppliers and create and maintain a supplier database.
• Support procurement processes and documentation for a range of expenses and activities, such as getting quotations, and generating purchase for the necessary approvals.
• Support the Team prior to events/activities, for example in procurement and preparation of workshop materials, supplies, print materials, as required, In some instances, support in checking or setting up the venue, liason with venue staff, assistance with running of the event on the day itself.
• Assist in the delivery of supplies, materials or equipment to staff and counterpart agencies.
• Support completion of due diligence requirement for vendors/ suppliers.
• Ensure all procurement activities comply with DFAT and program-specific policies, procedures, and thresholds.
• Support the Operations Lead in maintaining the procurement processes and systems, in accordance with Program manuals and policies, DFAT and DT Global policies and procedures, and relevant accounting standards.
• Support the application of fraud management across all procurement activities to ensure a zero-tolerance culture throughout the Program.
• Logistics and Administration
• Maintain an updated procurement tracker and regularly report procurement status to the Operations Lead.
• Support logistics arrangements for the procurement and distribution of goods and services across the program implementation sites.
• Manage travel and logistics arrangements including liaising with travel and visa agents and obtaining quotes for venues and catering.
• Assist activities related to travel, e.g. preparation of Travel Authroization (TAs), calculation of per diems, preparation and /or review of expense reimbursement forms. Monitor and liaise payments with Program Finance and vendors/service providers to ensure all payments, program cash flow and budgeting information is accurate and current.
• Ensure compliance with EQUIP’s Procurement Guidelines and donor policies. Lead in maintaining complete, accurate, user-friendly and up to date procurement electronic filing systems, with documented and supported records of action (such as quotes, supplier evaluations, approvals) for audit or transaction sampling purposes. This includes record keeping of warranties.
• Support the application of fraud management across all financial activities to ensure a zero-tolerance culture throughout EQUIP.
• Maintain the Program Asset Register including asset tagging, condition assessments, and inventory reconciliation.
• Oversee asset movements, transfers, disposals, and handovers in line with program policies and donor requirements.
• Conduct periodic physical verification and audits of program assets.
• Support management of office supplies and stationery stock.
• Support the implementation and application of Gender Equality, Disability and Social Inclusion (GEDSI), safeguards, climate change, localisation, monitoring, evaluation, research, learning (MERL) and other cross cutting issues.
• Contribute to establishing fit-for-purpose procurement templates and processes for EQUIP.
• Assist with other operations tasks as requested by the Team Leader and Operations Lead.