Administrative and Purchasing Assistant

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Administrative and Purchasing Assistant
Ref: GSS/05/DFCS/2024/30

The Africa Rice Center (AfricaRice) is seeking a highly qualified Administrative and Purchasing
Assistant who will be based at AfricaRice Office in Suakoko/Liberia. S/He will work under the
supervision of Procurement Manager.

About AfricaRice
The Africa Rice Center (AfricaRice) is a leading pan-African rice research organization committed to improving livelihoods in Africa through strong science and effective partnerships. AfricaRice is a CGIAR Research Center. It is also an intergovernmental association of 28 African member countries, with headquarters in Côte d’Ivoire.

Position purpose
Under the supervision of the Procurement Manager, the supplies and purchasing assistant performs a wide range of transactional, procedural, and administrative tasks in support of the Centre’s purchasing and logistics efficiency, ensuring timely and efficient results in accordance with AfricaRice’s rules and regulations, while demonstrating the ability to investigate, adapt and evaluate irregularities, and make recommendations for improvement.

Position responsibilities
He/she will carry out activities with specific tasks that include, among others:
• Reviewing requisitions received to ensure completeness and relevance of
specifications/terms of reference; obtaining additional information from the requisitioner as
• Monitoring and processing purchase requests, ensuring that procurement procedures are
followed in a timely manner;
• Assist in requests for quotations, requests for proposals;
• Assist in the sourcing of potential suppliers of goods and services;
• Prepare purchase orders;
• Assist in the preparation of direct purchase orders in accordance with LTAs;
• Ensure that appropriate documentation of processes and data is maintained in each file;
• Correspond with procurement colleagues in the headquarters;
• Work closely with suppliers to ensure the quality and timeliness of orders allocated to them;
• Monitor upcoming deliveries, their timeliness and scheduling in collaboration with the freight
forwarding company and the storekeeper;
• Contribute to the continuous availability of purchasing data, including forecasts, incoming
requests, orders placed, product entries, actual delivery schedules;
• Assist in the maintenance of the supplier database and records;
• Assist in customs clearance by preparing the necessary documents in cooperation with the
transit company;
• Prepare and submit suppliers’ payment requests to accounting;
• Follow up on supplier invoices submitted to accounting to ensure that they are paid on time;
• Assist in the payment of casual labourers at the station and provide a reconciliation with the
casual labour payroll;
• Assist in the petty cash disbursement as may be required;
• Participate in the Annual Fixed Assets and Inventory physical verification;
• Assist with administrative tasks;
• Perform any other tasks as requested by the supervisor.

Qualifications/Selection Criteria
Education: Have a university degree in business administration, procurement, or supply chain
management, business law, finance or other relevant field;

Work experience and key competencies required:
• Have a minimum of 3 years’ experience in procurement or administration or finance;
• At least 3 years’ experience in procurement or administration or finance;
• Good experience in local procurement;
• Experience in an international organization would be an advantage;
• Have a good knowledge of all stages of a procurement process;
• Ability to plan and organise in a rushed environment; and negotiation skills;
• Proficiency in Microsoft Office (MS Word, Excel, etc.) and software such as ORACLE or SAP;
• Have integrity and dedication;
• Ability to work independently;
• Be fluent in both official working languages of AfricaRice;
• Be dynamic and passionate, tactful, tenacious and results-oriented;
• Ability to work in a multicultural environment;
• Excellent communication skills, both verbal and written.

The candidate should be able to communicate fluently (orally and in writing) in English or
French and have a good working knowledge of the other language.
Terms and Conditions
• This is a local recruited position.
• AfricaRice provides an attractive salary and benefits package and a collegial and gendersensitive work environment.
• The initial appointment is for three (3) years with the possibility for renewal based on
performance and availability of funding.

How to apply
1. To apply, click on the following link:
2. Create an account if you are a new user, if not log on with your credentials to access active
vacancies select “Administrative and Purchasing Assistant”
3. Follow the step by step application procedure.
Our recruitment platform has been updated. In order to stay informed of vacancies, we invite
you to create your account on this new platform.
Only online applications will be considered (If you encounter any technical issue on the
career site during your application, or you are prevented to proceed with your application
until its final completion: Please kindly revert to us along with the screenshot of the issue
through this email: ( ). Applications are not allowed through this
Not later than July 04, 2024
AfricaRice promotes equal opportunities and believes that the diversity of its staff contributes to
excellence. We thank all candidates, but only shortlisted candidates will be contacted. For more
information on AfricaRice, please visit our website at:

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