Procurement Assistant

  Central Malta  |  €26,000 - €30,000 Annually 

Our client is seeking to recruit a focused, energetic and detail-oriented Procurement Assistant to form part of their Administration and Outreach team. The chosen candidate will promote a client-focused, high quality, results-oriented approach and solution minded in the planning and execution of the logistical aspects of the Company's activities.

Responsibilities:

  • Work collaboratively with all units and staff by assisting in the organization of training, workshops, and other capacity-building activities in Malta and abroad in a specific geographic region.
  • Plan and manage the event logistics pertaining to the implementation of the events from start to finish according to the requirements indicated on the Procurement Form.
  • Conduct research to source the best products and suppliers in terms of value, delivery schedules, and quality.
  • Build and maintain good relationships with new and existing suppliers.
  • Negotiate contracts for goods and services, and ensure contracts and terms are favourable.
  • Maintain a consistent understanding of the status of all events and ensure timeliness, quality, and accuracy of activities against internal policies and contractual and grant commitments.
  • Monitor and maintain effective internal control and workflows; maintain the internal SOPs in Procurement.
  • Prepare Requests for Proposals/Quotations for all services required including accommodation, transportation, audio-visual, interpretation services, printing, food and beverage and other requirements indicated in the Procurement Forms.
  • Analyse quotations and conduct cost analysis reports and setting benchmarks for improvement.
  • Manage and keep track of all relevant documentation with both internal and external contacts.
  • Prepare Purchase Orders where applicable.
  • Communicate effectively with all concerned of any contractual deadlines, penalties and other important information.
  • Evaluate flights options and make recommendations where applicable, as well as prepare rooming lists, transfers lists and logistics resumes.
  • Coordinate deposits and other payments with the finance team.
  • Coordinate all operations to ensure smooth execution of such events and step in to resolve any challenges the team might encounter.
  • Maintain a centralized filing system for procurement documents including vendor information and purchase orders.
  • Review and process invoices for the finance department.
  • Evaluate the event’s success and submit reports, where applicable.
  • Provide administrative support and perform other duties, as needed, to support the Administration & Outreach and Communications functions 

Skill-sets and Requirements

  • Candidates must already be based in Malta, with the legal right to work in Malta
  • A strong work ethic, with the ability to work independently, set priorities, and organise work to meet deadlines.
  • Professional-level command of the English language, with excellent oral and written communication skills, and exceptional attention to detail.
  • Ability to travel for work purposes would be a plus

Education & Experience

  • A Diploma Level of Education, as a minimum, is mandatory
  • Any qualification in Events, Hospitality, or a similar field is desired

Benefits

  • Hybrid working model
  • Flexi-time
  • Potential travel for work
  • Health & Dental Insurance

Job Reference: UJ151


  • Category
    Supply Chain & Warehousing
  • Job type
    Full Time
  • Employment level
    Intermediate (1-3 years)
  • Employer industry
    Legal Services
  • Languages
    English

Supply Chain, Transport & Warehousing Jobs in Malta involve logistics and transportation of products. Jobs in supply chain, transport & warehousing include logistics, procurement, warehousing, supply planning, air, land and sea freight, route operation, drivers and courier roles.

  • Job Reference
    UJ151
  • Closing Date
    30/04/2024
  • Date Published
    16/02/2024
  • Status
    Evaluating CVs

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