Procurement Assistant

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 

• 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

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

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