Senior Procurement Assistant

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  Assist with the day-to-day administration of procurement and
  contracting activities. Finalise general correspondence and
  documents, prepare presentations and create tables of figures.
  Prepare staff mission and hospitality requests.
  
  
  


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  Answer enquiries and incoming phone calls and emails. Draft
  routine memoranda and cover letters as required. Process
  documents and drafts as required. Keep oneself informed of
  upcoming activities, particularly upcoming procurements.
  
  
  


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  Manage contracts with external entities.
  
  
  


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  Assist in budget preparation, budget analysis, and
  formulation. Assist in preparing financial reports for internal
  and external use, according to the needs of management, and
  established policies and regulations.
  
  
  


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  Contribute to the maintenance, update and improvement of the
  Information and Knowledge Management tools and platforms, team
  workflows, and taskings.
  
  
  


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  File correspondence and documents and administer classified
  files. Maintain an effective follow-up and/or reminder system
  for pending actions within the OFC.
  
  
  


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  Maintain and updates files and archives within the compliant
  framework of International Public Sector Accounting Standards
  (IPSAS) and other best practices, including robust risk management.
  
  
  


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  Stay informed on upcoming activities, including procurement
  actions, status of contracts, negotiations and document
  preparation. Assist in tracking key contractual terms, including
  total spend by vendor, terms and date of renewals, and relevant
  stakeholders involved.
  
  
  


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  Maintain an effective follow-up and/or reminder system for
  outstanding actions and control activities of the OFC team to
  ensure delivery.
  
  
  


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  Assist in performing cost-benefits analyses to compare
  current year variances to the approved budgets; review
  financial requests for accuracy and completeness. Analyse,
  recommend and implement organisational efficiencies within one’s
  own field of expertise to ensure continuous improvement.
  
  
  


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  Assist in reporting internally on variances between actual
  expenses and budgeted expenses in the area of procurement.
  
  
  


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  Oversee and monitor the execution of small
  projects/programmes and/or provide specialist input.
  
  
  


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  Contribute to the preparation of monthly/quarterly updates,
  analysis of undelivered orders, coordinate information for
  internal and external briefings; contribute in ensuring that
  legal documents related to program execution and reporting are
  accurate.
  
  
  


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  Clarify and contribute to stakeholders' expectations.
  Provide information and assistance on matters such as the
  requirements of routine procurement documents.
  
  
  


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  Perform any other related duties as may be required
  
  
  

Requirements

• NATO SC or equivalent 
  
• Authorization to work in the UK without sponsorship

• Bachelor’s degree in Business Administration, Finance, Procurement, Public Administration, or a related field.
  
• Minimum 5 years of experience in procurement, contracting, or financial administration, preferably within an international or public sector environment.
  
• Strong understanding of procurement and contract management, including vendor tracking, compliance, and renewals.
  
• Proficiency in administrative and financial support tasks, such as preparing reports, presentations, correspondence, and analysing financial data.
  
• Advanced Microsoft Excel and Office skills, with experience in financial reporting and document formatting.
  
• Excellent communication skills in English, both written and verbal, with the ability to handle correspondence and liaise with diverse stakeholders.
  
• Exceptional organizational skills, including task tracking, deadline management, and maintaining classified records in compliance with IPSAS or similar standards.