Regional Procurement Assistant

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About the Organization

The Foreign, Commonwealth and Development Office is the ministry of foreign affairs and a ministerial department of the government of the United Kingdom. The office was created on 2 September 2020 through the merger of the Foreign and Commonwealth Office and the Department for International Development.

Job Description

Based in the British High Commission in New Delhi, as a member of Regional Procurement Hub team, the Regional Procurement Assistant will be handling procurement activities for Foreign, Commonwealth & Development Office (FCDO), across the South Asia region. Recipients of services include teams like Corporate Services, Security, Facilities Management & Estates and Partner Across Government (PAG) teams in the British High Commissions (BHC), British Deputy High Commissions (BDHC), British Embassies (BE) and Consulates in Afghanistan, Bangladesh, India, Maldives, Nepal, Pakistan and Sri Lanka. The job holder will work with customers across the region in developing and coordinating procurement solutions to meet customer requirements to achieve best Value for Money for the FCDO. Working with customers to identify, specify and deliver against requirements for a wide range of Goods, Services and Works. Support the Procurement Hub Team in handling e-procurement delivery (via Jaggaer portal), undertaking supplier due diligence checks, spend data analysis, providing support in creating monthly reports and updating procurement activity tracker. The job holder will work under the guidance and supervision of the Regional Procurement Hub Manager.

Job Responsibilities

Assist in the delivery of Procurement Projects (60%):

• Creation and updating information on Jaggaer (e-procurement) portal, Contract Database (SharePoint) and Trackers. Collaborating with Regional Procurement Leads (PL) in achieving this objective.
• Review (proof reading and editing) all tender documentation for consistency, spelling and grammar and get sign off from PL. Manage the technical and commercial clarification questions from the bidders. Maintain question log, co-ordinate answers and disseminate to bidders.
• Receipt of tenders - when offline (email RfQ/RfP) process is followed. Maintain a receipt log and manage opening log.
• Compliance checks to ensure bid documents submitted by supplier are complete. Facilitate tender evaluation and arrange virtual calls (booking meeting rooms, sending out invitations and joining instructions) for the moderation and other meetings.
• Take notes/minutes during meetings and list of actions.
• Drafting of various Transparency Notices (via Jaggaer), Award, Decline and contract Termination letters.
• Management of award activities, including changing status in Jaggaer portal.
• Where necessary work with PL in drafting lessons learnt papers for review.
• Working with customers across the regional to provide support in delivery of low-value/low-risk procurement activities.
• Ensure electronic data management and recordkeeping for the Procurement Hub team is updated timely and is following Policy and Audit requirements.

Data Analysis & Reporting (20%):

• Preparation of Regional Procurement Dashboard reporting and analysis on a monthly basis.
• Manage and keep up to date Procurement Activity Tracker for the Hub.
• Support and contribute in Procurement Spend analysis, commercial evaluations, financial assessment on supplier, developing/updating procurement pipeline and preparation of Strategic Procurement Plans.
• Respond to colleague’s requirement for ad-hoc reporting were required.

Supplier Maintenance and Due Diligence Checks (20%):

• Review and Approve Commercial Supplier setups request from the regional offices.
• Undertake due diligence check on suppliers and supporting regional offices in achieving compliance in this area.
• Maintenance and refinement of Regional Contracts Database on Jaggaer portal and SharePoint in collaboration with team members.

Learning and development opportunities:

• New UK’s Procurement Act 2023. 
• FCDO procurement guidance, governance process and templates.
• Supplier due diligence checks
• Jaggaer (e-procurement portal).
• All mandatory e-learning modules as part of the induction.

Education Qualification/Required Skills & Experience

• Minimum 3 years relevant experience of procurement in an organization. 
• Minimum education required : Graduation or Bachelor’s Degree / Diploma
• Proven track record of working to deadlines and meeting targets.
• Flexibility, willingness and ability to adapt to change.
• Able to monitor / scan external sources of data and intelligence and to pro-actively share relevant information with others in and across the global procurement organisation where relevant.
• Excellent working knowledge of MS Office - Word, Excel, Power Point, SharePoint, Teams, Outlook applications etc.
• Promotes teamwork and shows conflict resolution skills;
• Consistently approaches work with energy and a positive, constructive attitude;
• Demonstrates oral and written communication skills;
• Supports the team in building strong relationships with stakeholders and external actors;
• High interpersonal skills, and ability to remain calm, in control and good humoured under pressure;
• Ability to prioritize assignments and requirements, and multitask as needed;

Language Requirements:

• Language: English
• Level of language required: Fluent
• Desirable qualifications, skills and experience 

Desirable:  

• Professional qualification or certification (e.g. holds or studying towards MCIPS).
• Sourcing or Contract Management Experience (foundation level).
• Project Management Experience (foundation level).
• Jaggaer (e-procurement portal).

For more information please check the Link

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