Job Description: * DUTIES AND **RESPONSIBILITIES** - The INL Management and Procurement Assistant provides managerial and procedural support to INL Management section - Supports the International Narcotics and Law Enforcement Section by receiving, reviewing and processing all requirements through the unit’s internal approval flow, verifying market research and submitting all the procurement requests (PR) for PD&S; and the INL Programs in the Ariba system. - Prepares weekly reports showing the status of the Purchase orders and Receiving reports, keeping the follow up for every PR until it’s finally received on site. - Supports the INL Procurement Supervisor and Management Specialist in keeping the need by date for the Program Officers’ in mind in order to accomplish in a timely manner with any modifications (if needed) and closing of the purchase orders in the procurement system. - Keeps logs of payments and closed orders on time and stay in compliance with all directives. - Serves as the liaison between the INL procurement section and the INL PD&S; and Programs, answering questions or providing information on the status of their procurement actions. - Provides feedback to the requestors on the process in a timely manner. - Receives all the INL PD&S; and Programs procurement requirements through the internal Preliminary Purchase Request (PPR) form for all goods and services for the INL Programs and PD&S; reviews that they are correctly processed and making sure the information is in an appropriate way to initiate a purchase request. It includes, confirm suggested vendors complete information, market research, point of contact information, Justification of the requirement, items descriptions English and Spanish, quantities and costs reviews market research, Statements of Work, Sole Source Justifications, Source Origin Waivers and all documents related with purchase process orders and contracts before they are forwarded to the Program manager for further action. Submits all requirements in Ariba according to the stipulated process in ILMS. - Serves as the primary point of contact with the INL Procurement section in order to verify and clarify that the information submitted in the purchase requests comply with the regulations and is actionable for the procurement agents and vendors. - Prepares weekly reports for the status of PRs and Purchase Orders for services and goods, keeping information updated as vendors’ complete orders, keeping the POCs informed, of deadlines, expiration dates to keep them on schedule with on-going projects. Once the requesters have received the goods or services the incumbent updates the status of the Receiving Reports. - Review and compare all reports submitted by FMO, in order to follow up and verify with help of ILMS if there are pending receiving reports to complete and if they are according to each Purchase order. - Serves as the PD&S;’ Subject Matter Expert on the procurement process, advising the programs on timelines, challenges, and best practices for successful procurement actions. Oversees the training of new procurement clerks, familiarizing the new employee with the internal functions of the unit with as it relates to the procurement process. - Modifies (if needed) in the ARIBA system the awarded purchase orders, which includes increase of the original quantities, change of descriptions and specifications, decrease of quantities with POs closing purposes and also de-obligate funding. - Prepares IVA certification and shipping instructions. Once reviewed and signed by Procurement Supervisor, scans documents and sends to vendor - Provides general administrative support to the INL Management Specialist **Job Requirements**: **MINIMUM **QUALIFICATIONS** **EDUCATION** - At least two years of full time, post-secondary study (or the equivalent hours spread across a part time study period) at a college or university is required. **LANGUAGE **LEVEL**: - Spanish: level 4 - Fluent level required in Speaking/Reading/Writing/Listening - English: Level 3 - Good Working Knowledge level required in Speaking/Reading/Writing/Listening **EXPERIENCE**: - Four years of an office environment and teamwork and general assistant experience **KNOWLEDGE** OF: * - Excellent knowledge of Procurement processes is required. - Strong knowledge of general office procedures is required. - Good level of knowledge on market research to process Procurement Request through Ariba System **SKILLS **IN**: - Strong interpersonal, communication and team work skills are essential - Possess excellent interpersonal/customer service skills. - Proficient in typing and preparing reports. - Must have high degree of attention to detail and accuracy. - Good time management and prioritization skills. - Must have an analytical bent of mind and excellent problem solving skills. - Must have very good organizational and administration skills. - Must be able to work under pressure. - Must have initiative, and resour