Procurement and Operations Assistant, S.Africa at International Union for Conservation of Nature (IUCN)

JOB DESCRIPTION
MAJOR RESPONSIBILITIES:

SPECIFIC DUTIES:

More specifically, the roles and responsibilities of the Procurement and Operations Assistant will be as follows:

Procurement Management;

• Oversee project procurement functions to ensure value for money to the organization.
• Ensure transparency and integrity in the procurement processes in line with the procurement policies and guidelines.
• Prepare clearance documents and obtain approvals in accordance with Internal Control System (ICS) procedures and Support contractual processes for equipment and supplies.
• Upload invoices and travel authorizations to ERP Portal for approval.
• Consolidate and monitor procurement plans.
• Ensure correct implementation of procurement policy and guidelines.
• Participate in periodic review and updating of the supplier database which is able to adequately serve business needs.
• Learn grants compliance policies specific to individual donors.
• Prepare and share monthly reports to inform management decisions.
• Provide technical support to staff on procurement and operational processes and procedures
• Prepare sourcing documents in line with the procurement policy and donor regulations.
• Prepare contracts, ensuring all approvals are obtained.
• Keep proper and an updated filling system for all procurement documents.
• Ensure contractual obligations are adhered to by all parties.
• Follow up and ensure timely delivery of requested supplies and materials and keep concerned project staff informed on the status of the delivery.
• Review and share the weekly procurement tracker.
• Timely and accurate submission of all financial documents to the finance department by the stipulated date to ensure Suppliers/service providers’ payments are done in a timely manner.

Operations Management;

• Provide leadership and guidance to Office Assistants, Operations Coordinators, to ensure effective administrative and logistical support.
• Oversee smooth day-to-day operations through joint planning, coordination, and collaboration with Programme and Corporate Services teams.
• Maintain a clean, safe, and compliant working environment in line with occupational health and safety standards, serving as secretary to the OSH Committee and ensuring implementation of OSH requirements.
• Manage outsourced service providers (e.g., cleaning, security), including scheduled performance reviews to ensure high-quality delivery of contracted services.
• Ensure operational SOPs, administrative policies, and tools are regularly updated and adhered to.
• Maintain organized filing, archiving, and record-keeping systems for contracts, donor documents, programme deliverables, and office records.
• Monitor and ensure timely renewal of leases, agreements, and insurance policies.
• Maintain and update the office security tree and share relevant security updates from the field to enhance staff safety.
• Report IT faults to service providers, liaise with printer providers regarding meter readings/maintenance, and assist the Regional IT Officer with on-boarding new staff by setting up laptops.
• Assist with protocol matters and process official documents with government departments, Embassies, and High Commissions, such as visa applications, ID cards, and vehicle registration.

Asset & Inventory Management;

• Manage and maintain a complete and accurate asset register, ensuring regular tagging, tracking, and documentation of all assets.
• Conduct quarterly and annual physical asset verification and update NAV or designated asset management systems.
• Provide technical support to staff on proper usage, handling, storage, and maintenance of programme equipment and office assets.
• Ensure timely repair, servicing, and insurance renewal of all organizational assets.
• Oversee efficient management of office consumables, inventory, and supplies.
• Ensure compliance with disposal, transfer, and write-off procedures for obsolete, damaged, or surplus assets in line with policy.

Any other duties;

• Perform other duties as may be assigned from time to time.

REQUIREMENTS
POSITION REQUIREMENTS

Qualifications and Knowledge;

• University degree in supply chain management, commerce or other related field.
• CIPS accreditation level 3
• Knowledge and understanding of public procurement policies and systems in South Africa.
• Experience in large-scale bilateral/multi-lateral programme procurement/supply chain management.
• Experience in the development of procurement processes, procedures and tools.
• Solid experience in programme administration including sound knowledge of financial, procurement, administrative practices, and programme reporting.
• Programme management skills with strong ability to support the monitoring of programme budgets.
• Solid Computer skills, including knowledge of MS Office applications. Knowledge of procurement applications desirable.
• Excellent interpersonal and communication skills and solid organizational skills
• Ability to work effectively within a large, decentralized workforce and to operate effectively, with tact and diplomacy, in a multi-cultural, interdisciplinary environment.
• Willingness to travel.
• Experience on VAT exemptions procedures.
• Strong negotiation and networking skills.
• Presentational and problem solving skills.

Work Experience;

• Minimum 5 years’ international procurement experience, of which a minimum of three years in an International Organization or NGO environment.
• Strong supply chain skills;

Language requirements;

• Proficiency in written and oral English required;

Core Competencies;

• Transparency: Able to build trust and contribute to informed and responsible decision making by carrying out the work of IUCN in a transparent manner; provides clear guidance to ensure that objectives and desired measurable results are understood by members of the team.
• Inclusiveness: Understands and accepts cultural diversity, and provides a tolerant, positive and supportive working environment that fosters respect for diversity, demonstrates ability to work in a multicultural, multi ethnic environment and to maintain effective working relations with people of different nationalities and cultural backgrounds.
• Professionalism: Promote the organization’s interests, objectives and values in a diligent and professional manner.
• Accountability: Takes responsibility of individual and collective actions, promotes the IUCN One Programme approach.

Function Competencies:

• Ensure compliance with applicable traffic laws, regulations and/or IUCN rules, standards and guidelines on vehicle usage.
• Ability to handle complex and demanding administrative roles and learn new systems and procedures.
• Demonstrated tact and diplomacy in dealing with staff, partners and IUCN programme stakeholders.
• Constructive and learning attitude, initiative, drive and approach to work.
• Proven interpersonal skills and the ability to establish and maintain effective working relations with people in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.
• Responds positively to critical feedback and differing points of views.
• Demonstrated ability to work with limited supervision and manage work in demanding environment.
• Have excellent interpersonal skills and strong organizational responsibility.
• A good team player, proactive and committed to continuous learning.
• Willingness to undertake work related travels when required.