The Procurement Assistant supports the procurement and supply management activities of MHCO projects, ensuring timely and compliant acquisition of goods and services. Key responsibilities include assisting in the preparation of Purchase Requests (PRs), Requests for Quotation (RFQs), and Purchase Orders (POs), evaluating supplier quotations, maintaining procurement records, and coordinating with suppliers and logistics teams. The role ensures compliance with MHCO policies, donor requirements, and ethical standards, supports audits, and contributes to accurate reporting and stock management. The Procurement Assistant upholds confidentiality, integrity, and safeguarding principles while facilitating smooth procurement operations to support program implementation.
Duties & Responsibilities:
- Assist in the preparation of Purchase Requests (PRs), Requests for Quotation (RFQs), and Purchase Orders (POs).
- Collect and evaluate supplier quotations in coordination with the Procurement Officer.
- Support the procurement process in compliance with MHCO policies and donor requirements.
- Maintain records of procurement transactions, quotations, and contracts.
- Communicate with suppliers and service providers regarding deliveries, orders, and payments.
- Track delivery schedules and ensure timely receipt of goods/services.
- Support vendor assessment, maintaining a database of suppliers and contractors.
- Verify invoices, delivery notes, and supporting documents before submission for payment.
- Maintain organized files of all procurement documents (PRs, POs, contracts, invoices, receipts).
- Update procurement logs and asset registers as needed.
- Support audits by providing complete procurement documentation.
- Maintain confidentiality of supplier contracts and financial information.
- Coordinate with logistics/warehouse teams to ensure goods received are properly stored.
- Support stock verification and reconciliation activities.
- Assist in monitoring stock levels to prevent shortages or overstocking.
- Ensure all procurement activities comply with MHCO policies, ethical standards, and donor requirements.
- Report any irregularities, fraud, or misconduct related to procurement.
- Adhere to MHCO’s Code of Conduct, PSEA, and Safeguarding policies.
Note: Only short-listed candidates will be contacted for written Test/Interview
Safeguarding and Recruitment Statement – MHCO
At MHCO, we are firmly committed to maintaining a safe, respectful, and inclusive working environment. We do not tolerate any form of inappropriate behaviour, including sexual harassment, exploitation, abuse, or financial misconduct. The safety and well-being of children, young people, adults, and all beneficiaries we engage with are of paramount importance.
All MHCO staff are expected to uphold these principles in accordance with our Code of Conduct and safeguarding policies. We place strong emphasis on recruiting individuals who demonstrate integrity and align with our organizational values.
The selected candidate for this role will receive comprehensive safeguarding training and will be responsible for understanding and adhering to MHCO’s safeguarding standards. Employment offers are subject to satisfactory references and relevant screening checks, which may include criminal background verification and terrorism finance assessments.
we will request information from previous employers regarding any substantiated findings of sexual exploitation, abuse, or harassment, as well as any ongoing investigations at the time of the candidate’s departure.
By submitting an application, candidates confirm their understanding and acceptance of these recruitment procedures.
