Procurement Associate – Administrative Division

1. Assist in the administration the procurement planning process: requesting the submission of procurement plan from divisions, co-ordinate and provide advice to the project teams in the preparation of procurement plan, follow-up timely and duly submission of procurement plans, and monitor and report on its implementation.

2. Implement procurement actions: review of purchase requisitions, review and analyse specifications to ensure completeness, accuracy and competitive qualities, and identify optional courses of action, including the creation and submission of purchase orders to suppliers.

3. Finalize purchase orders and contracts for approval by the Procurement Officer and approved purchase orders up to the authorized threshold. Follow-up on pending procurement matters, as necessary.

4. Contribute to the development of pricing structures and commercial evaluation models that allow for transparency in costs and effective competition.

5. Draft the procurement solicitation documentation and issuance of RFQ, ITB, RFP or other tender documents as required for review, and ensuring their conformity with IMO approved templates.

6. Provide guidance to customers on established procurement procedures, and if needed, general advice on drafting of terms of reference, evaluation criteria, etc.

7. Provide support in the technical evaluation of bids or proposals received, and recommendations to ensure that the process is in accordance with the pre-established technical evaluation criteria.

8. Participate in the commercial evaluation of bids/proposals as per pre-defined evaluation criteria and draft the recommendation for an award, and submission of cases to Committee on Contracts (CoC) for the review of the Procurement Officer.

9. Maintain and update the Vetted Vendor Database and ensure that Vendor Performance Reports are regularly completed. Identify potential new vendors through market research and initiate vetting procedure.

10. Support the Procurement Officer in the maintenance of the Contracts Management Database and alert stakeholders when action for renewal, or re-tendering needs to be taken.

11. Maintain procurement files (both paper and electronic) and databases for work unit to ensure that a complete audit trail is maintained for all procurement transaction.

12. Support the Procurement Officer in conducting investigation of the initial findings issued by External Auditors and draft responses to the audit observations for the review of the Procurement Officer. 

13. Organize and facilitate the delivery of training and learning initiatives for personnel on procurement. 

14. Identify areas of enhancement in procurement processes, and manage the implementation of proper monitoring systems, mechanisms and controls for procurement processes, including the synthesisation of lessons learned and best practices in procurement.

15. Contribute to the year-end closure process by issuing memo to all for the review of open purchase orders, effecting closing of purchase orders and review further remaining open purchase order; reminding respective requisitioners to take necessary action and performing other year-end closure tasks.

16. Generate and review regular procurement status reports and purchase orders for appropriate and timely action.

17. Assist in the asset management function by monitoring the work to ensure that assets are captured timely and completely; recorded in the Hardcat system accurately; assigned asset code and tagged; updated for their movements.

18. Coordinate and provide guidance in the annual asset physical verification exercise undertaken by IMO Security and by the Asset Management Assistant.
Review the Core Module report (database) for accuracy and completeness to support the Report of Asset at the end of every year by Asset Category, Status and Last Audit Date (physical inventory) for further review by the Procurement Officer/Chief, CSS before submission to the External Auditor.
Consult with Hardcat system provider for any unresolved or outstanding issues or matters relating to the Hardcat system, scanning machine and asset tags. 

19. Perform other duties, as assigned by the Procurement Officer, including providing cover for staff during absences.