Reports To:                      Procurement and Disposal Officer
No. of positions:            (1)
Department:                  Supply Chain
Duty Station:                  Duty Area

Job Purpose

To support procurement and disposal processes by assisting in the preparation of solicitation documents, vendor engagement, contract administration, and recordkeeping. The role provides practical exposure to regulated procurement environments and ensures the trainee gains hands-on experience in compliance, value-for-money principles, and transparent asset disposal.

Impact

The Graduate Trainee contributes to operational efficiency by supporting day-to-day procurement activities, fostering compliance with policies and procedures, maintaining accurate records, and developing foundational skills for future roles in supply chain management.

Key Result Areas

• Assist in drafting and issuing Requests for Quotations (RFQs), proposals, and tender documents.
• Participate in bid evaluations under supervision, ensuring compliance with procedures.
• Help in tracking supplier performance and delivery schedules.
• Maintain an updated supplier database and assist in communication and follow-ups.
• Support preparation of procurement documents such as Local Purchase Orders (LPOs), contracts, and approval forms.
• Help monitor contract implementation timelines and deliverables.
• Assist in the identification and documentation of obsolete or unserviceable items.
• Support coordination of approved disposal processes and ensure proper records are kept.
• Ensure all procurement documents are properly filed, scanned, and archived.
• Assist in tracking compliance with procurement plans, policies, and reporting schedules.
• Contribute to the preparation of procurement progress and status reports.
• Liaise with internal departments for procurement needs and provide administrative support to the team.

Expected Outputs

• Drafted solicitation and procurement documentation
• Accurate filing of procurement and disposal records
• Support provided during supplier engagements and evaluations
• Updated asset and supplier registers
• Timely internal procurement status updates
• Positive feedback from supervisors and departments supported

Person Specifications

Academic Qualifications

• Bachelor’s degree in Procurement, Supply Chain Management, Logistics, Business Administration, or a related field from a recognized university
• Must have graduated within the lastthree (3) years

Experience

• No formal experience required

Competencies

• Basic understanding of public procurement principles and lifecycle
• Good communication and organizational skills
• Proficiency in Microsoft Office and familiarity with procurement systems
• Ability to learn and apply new regulations and systems
• Strong ethical standards, attention to detail, and commitment to transparency
• Teamwork and willingness to support colleagues in dynamic tasks

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