Procurement Assistant (PA)

Обязанности:

• GENERAL

  The Procurement Assistant (PA) supports efficient, transparent, and timely procurement of goods, works, and services for the organization’s programs and operations.

  The PA provides administrative, commercial, and coordination support throughout the procurement cycle - from requests and quotations to purchase orders, contracts, and delivery documentation.

  The PA will act in accordance with the organization’s policies, procurement rules, internal procedures, and applicable legislation.

• REPORTING

  The PA reports to the Chief Procurement Officer (CPO) or designated Procurement Officer.

• TASKS

  The Procurement Assistant has the following tasks:

• Assist with end-to-end procurement of goods, works, and services for projects and office operations.
• Receive, register, review, and follow up on procurement requests from internal departments and end users.
• Check procurement requests for completeness, accuracy, budget availability, and technical/delivery requirements.
• Prepare Requests for Quotation (RFQs), tender documentation, comparison tables, purchase orders, and related procurement documents.
• Conduct market research to identify potential suppliers, manufacturers, and distributors.
• Request, collect, and compare supplier quotations against technical, commercial, and delivery requirements.
• Support bid evaluation and commercial comparison reports, including price analysis and compliance checks.
• Maintain regular supplier communication on quotations, delivery schedules, invoices, and other commercial matters.
• Assist in preparing, reviewing, filing, and tracking contracts, purchase orders, and amendments.
• Monitor purchase orders and contracts from placement through delivery, acceptance, and closeout.
• Coordinate with end users, warehouse, finance, and logistics teams to ensure timely delivery.
• Support import/export, customs clearance, and shipping documentation as needed.
• Maintain accurate, audit-ready procurement files (electronic and hard copy).
• Update procurement trackers, contract registers, supplier databases, and inventory records.
• Maintain asset records, including serial numbers, delivery notes, and warranty details.
• Support resolution of supplier claims, delivery delays, and other procurement-related issues.
• Prepare procurement status reports and presentations as requested.
• Perform other procurement and administrative duties as assigned.

The PA needs to:

• Bachelor’s degree in procurement, supply chain management, business, finance, engineering, law, or a related field.
• Recent graduate or at least one year of relevant experience in procurement, logistics, or a related field.
• Strong command of English.
• Strong computer skills, especially Microsoft Excel, Word, Outlook, and PowerPoint.
• Confident with Microsoft Excel for quotation comparison tables, trackers, and registers.
• Able to carefully review technical specifications, contracts, invoices, and other supporting documents.
• Detail-oriented and accurate, especially with quantities, prices, and contractual documentation.
• Good analytical skills to objectively compare supplier offers.
• Strong written and verbal communication skills.
• Genuine interest in and motivation for working within an international, multicultural organization.
• High level of integrity, confidentiality, and commitment to transparent procurement practices.
• Willing to ask clarifying questions and continuously improve professional knowledge in procurement and contract administration.

• KEY FACTS

  PLACE OF WORK

  Astana, Republic of Kazakhstan.

  ELIGIBILITY

  Citizens of Kazakhstan and candidates legally eligible to work in Kazakhstan are encouraged to apply.

• HOW TO APPLY

  Interested candidates are invited to submit:

• A CV in English.
• A cover letter in English in which candidates will address their interest in the Procurement Assistant position, their interest in the organization, and their motivation for working within an international, multicultural environment.