Procurement and Operations Assistant, Pretoria, South Africa

Job Description

THIS IS A LOCAL POSITION OPEN TO NATIONALS OF SOUTH AFRICA ONLY

Background

The IUCN Eastern and Southern Africa Regional Office (ESARO) operates across twenty-four countries in the region. Its mandate focuses on biodiversity conservation, ranging from protecting ecosystems and habitats, and iconic wildlife populations to shaping regional policy. The IUCN South Africa office is delivering an integrated programme of policy, scientific and technical work that includes a) Biodiversity conservation; b) Coastal and ocean resilience; c) Climate resilience and drylands management; d) Water resources management at the national, as well as the sub-national levels.

The Coastal and Ocean Resilience (COR) Programme is responsible for marine and coastal issues, including biodiversity conservation, development and management of area-based management measures and support tools, other effective conservation measures (OECMs) and their networks, blue economy, ecosystem and species management, High Seas issues, marine pollution, integrated management and governance of coastal areas, and adaptation to climate change and disaster risk reduction (DRR). One of the projects under the COR Programme is the IslandPlas Project (2024-2027) which aims to accelerate circular solutions to plastic pollution across African Islands. The project is implemented under the auspices of the Great Blue Wall initiative—an Africa-led effort to reverse nature loss by 2030. This initiative focuses on creating seascapes comprising interconnected coastal and marine areas of protection and conservation to combat climate change while unlocking the potential of a regenerative blue economy.

A new role of Procurement and Operations Assistant will provide procurement, supplier contracting and technical support and services to the South Africa Country office. The position will provide day-to-day implementation of procurement in compliance with IUCN's global policies, best practices, local regulations and business needs. In the event of urgent matters, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

Major Responsibilities

Specific Duties

• Procurement Management;
• Oversee project procurement functions to ensure value for money to the organization.
• Ensure transparency and integrity in the procurement processes in line with the procurement policies and guidelines.
• Prepare clearance documents and obtain approvals in accordance with Internal Control System (ICS) procedures and Support contractual processes for equipment and supplies.
• Upload invoices and travel authorizations to ERP Portal for approval.
• Consolidate and monitor procurement plans.
• Ensure correct implementation of procurement policy and guidelines.
• Participate in periodic review and updating of the supplier database which is able to adequately serve business needs.
• Learn grants compliance policies specific to individual donors.
• Prepare and share monthly reports to inform management decisions.
• Provide technical support to staff on procurement and operational processes and procedures
• Prepare sourcing documents in line with the procurement policy and donor regulations.
• Prepare contracts, ensuring all approvals are obtained.
• Keep proper and an updated filling system for all procurement documents.
• Ensure contractual obligations are adhered to by all parties.
• Follow up and ensure timely delivery of requested supplies and materials and keep concerned project staff informed on the status of the delivery.
• Review and share the weekly procurement tracker.
• Timely and accurate submission of all financial documents to the finance department by the stipulated date to ensure Suppliers/service providers' payments are done in a timely manner.

Operations Management

• Provide leadership and guidance to Office Assistants, Operations Coordinators, to ensure effective administrative and logistical support.
• Oversee smooth day-to-day operations through joint planning, coordination, and collaboration with Programme and Corporate Services teams.
• Maintain a clean, safe, and compliant working environment in line with occupational health and safety standards, serving as secretary to the OSH Committee and ensuring implementation of OSH requirements.
• Manage outsourced service providers (e.g., cleaning, security), including scheduled performance reviews to ensure high-quality delivery of contracted services.
• Ensure operational SOPs, administrative policies, and tools are regularly updated and adhered to.
• Maintain organized filing, archiving, and record-keeping systems for contracts, donor documents, programme deliverables, and office records.
• Monitor and ensure timely renewal of leases, agreements, and insurance policies.
• Maintain and update the office security tree and share relevant security updates from the field to enhance staff safety.
• Report IT faults to service providers, liaise with printer providers regarding meter readings/maintenance, and assist the Regional IT Officer with on-boarding new staff by setting up laptops.
• Assist with protocol matters and process official documents with government departments, Embassies, and High Commissions, such as visa applications, ID cards, and vehicle registration.

Asset & Inventory Management

• Manage and maintain a complete and accurate asset register, ensuring regular tagging, tracking, and documentation of all assets.
• Conduct quarterly and annual physical asset verification and update NAV or designated asset management systems.
• Provide technical support to staff on proper usage, handling, storage, and maintenance of programme equipment and office assets.
• Ensure timely repair, servicing, and insurance renewal of all organizational assets.
• Oversee efficient management of office consumables, inventory, and supplies.
• Ensure compliance with disposal, transfer, and write-off procedures for obsolete, damaged, or surplus assets in line with policy.

Any Other Duties

• Perform other duties as may be assigned from time to time.

Requirements

Position Requirements

Qualifications and Knowledge

• University degree in supply chain management, commerce or other related field.
• CIPS accreditation level 3
• Knowledge and understanding of public procurement policies and systems in South Africa.
• Experience in large-scale bilateral/multi-lateral programme procurement/supply chain management.
• Experience in the development of procurement processes, procedures and tools.
• Solid experience in programme administration including sound knowledge of financial, procurement, administrative practices, and programme reporting.
• Programme management skills with strong ability to support the monitoring of programme budgets.
• Solid Computer skills, including knowledge of MS Office applications. Knowledge of procurement applications desirable.
• Excellent interpersonal and communication skills and solid organizational skills
• Ability to work effectively within a large, decentralized workforce and to operate effectively, with tact and diplomacy, in a multi-cultural, interdisciplinary environment.
• Willingness to travel.
• Experience on VAT exemptions procedures.
• Strong negotiation and networking skills.
• Presentational and problem solving skills.

Work Experience

• Minimum 5 years' international procurement experience, of which a minimum of three years in an International Organization or NGO environment.
• Strong supply chain skills;

Language Requirements

• Proficiency in written and oral English required;

Core Competencies

• Transparency: Able to build trust and contribute to informed and responsible decision making by carrying out the work of IUCN in a transparent manner; provides clear guidance to ensure that objectives and desired measurable results are understood by members of the team.
• Inclusiveness: Understands and accepts cultural diversity, and provides a tolerant, positive and supportive working environment that fosters respect for diversity, demonstrates ability to work in a multicultural, multi ethnic environment and to maintain effective working relations with people of different nationalities and cultural backgrounds.
• Professionalism: Promote the organization's interests, objectives and values in a diligent and professional manner.
• Accountability: Takes responsibility of individual and collective actions, promotes the IUCN One Programme approach.
• Function Competencies: Ensure compliance with applicable traffic laws, regulations and/or IUCN rules, standards and guidelines on vehicle usage.
• Ability to handle complex and demanding administrative roles and learn new systems and procedures.
• Demonstrated tact and diplomacy in dealing with staff, partners and IUCN programme stakeholders.
• Constructive and learning attitude, initiative, drive and approach to work.
• Proven interpersonal skills and the ability to establish and maintain effective working relations with people in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.
• Responds positively to critical feedback and differing points of view.
• Demonstrated ability to work with limited supervision and manage work in demanding environment.
• Have excellent interpersonal skills and strong organizational responsibility.
• A good team player, proactive and committed to continuous learning.
• Willingness to undertake work related travels when required.

How to Apply

Applicants are requested to apply online through the HR Management System, by opening the vacancy announcement and pressing the "Apply" button.

Applicants will be asked to create an account and submit their profile information. Applications will not be accepted after the closing date. The vacancy closes at midnight, Swiss time (GMT+1 / GMT+2 during Daylight Saving Time, DST). Please note that only selected applicants will be personally contacted for interviews.