Procurement Assistant

The Procurement Assistant supports day-to-day procurement activities for the WFP South Sudan Country Office in Juba, ensuring timely, transparent, and compliant procurement of goods and services. The role involves administrative and operational support, document preparation, supplier coordination, and contract management to support programme delivery and operational continuity.

Responsibilities

• Provide administrative and operational support to procurement activities, helping ensure that goods and services are purchased in a timely, transparent and compliant manner for the Juba office and supported field locations.
• Prepare, compile and share procurement documents such as requests for quotations, tender documents, evaluation files and award records, ensuring information is complete, well organised and easy to review.
• Receive, record and follow up on assigned purchase requests, checking that required information and approvals are available and helping move requests forward on time to avoid delays to operations.
• Support the evaluation process by arranging documents, recording decisions, maintaining clear evaluation records and helping ensure that technical and financial evaluations are transparent and properly documented.
• Collect supplier, market and procurement information and present it in standard formats to support basic analysis and informed procurement decisions.
• Maintain accurate procurement files, supplier records, contract trackers and other records so that information is available for reporting, follow-up, audit and contract renewal planning.
• Support the preparation and issuance of purchase orders and contracts using approved templates, ensuring supplier details, prices, delivery requirements and key deliverables are clearly captured.
• Follow up with relevant teams, suppliers and colleagues on delivery timelines, receipt of goods or services, contract implementation and supplier performance feedback.
• Prepare simple periodic updates and reports on assigned tenders, purchase orders and contracts, highlighting progress, pending actions, delivery status and any issues requiring attention.
• Coordinate with relevant teams to clarify requirements, follow up pending actions and support timely procurement services.
• Provide guidance to colleagues or temporary support staff on routine procurement tasks, filing requirements and follow-up actions, as required.
• Support procurement preparedness and urgent purchasing actions when required, helping the office respond quickly to operational needs in Juba and field locations.
• Perform other procurement-related duties as required within the level of the position.

Requirements

• Completion of secondary school education. University degree in one or more of the following disciplines is preferable but not mandatory: Logistics and Supply Chain Management, Procurement, or relevant similar qualifications in social sciences, Finance, Engineering etc.
• Minimum of 5 years post-secondary experience in humanitarian operations in the field of procurement, including handling small, medium and complex tenders from bid preparation, evaluation and award.
• Experience working with suppliers or other third party on day-to-day basis.
• Experience in contract management.
• Analytical skills, ability to produce thorough reports and basic recommendations.
• Strong initiative, coordination skills and ability to work within procurement operations.
• Ability to negotiate with internal and external stakeholders.
• Proficient in Microsoft Office applications (Excel, Word, and PowerPoint).
• Fluency in both oral and written communication in English and Arabic.
• Knowledge of another locally used language is an advantage.

Skills

• Procurement Operations
• Tender Management
• Contract Management
• Supplier Coordination
• Bid Preparation
• Bid Evaluation
• Procurement Negotiation
• Report Writing
• MS Excel
• MS Word
• MS PowerPoint
• Humanitarian Procurement
• Procurement Compliance
• Procurement Documentation
• Stakeholder Negotiation

Languages

English, Arabic