Procurement Assistant

Location: Port of Spain Area
Employment Type: Two (2)-Year Contract

About the Role

Our client, based in the Port of Spain area, is seeking a detail-oriented and organized Procurement Assistant to provide administrative, operational, and documentation support to the procurement function.

Reporting to the Senior Procurement Specialist, the successful candidate will assist with procurement planning, tender administration, supplier documentation, contract records, compliance activities, and audit preparation. The role requires a high level of accuracy, confidentiality, organization, and attention to detail.

Key Responsibilities

• Assist with maintaining the annual procurement plan and tracking upcoming procurement requirements.

• Coordinate procurement planning meetings and distribute relevant documentation and templates.

• Support the preparation and compilation of RFIs, RFQs, RFPs, tender documents, and related procurement packages.

• Coordinate administrative aspects of the tender process, including advertisements, supplier clarification requests, and approved addenda.

• Receive, log, safeguard, and support the opening of tender submissions in accordance with established procedures.

• Coordinate evaluation committee meetings and assist with Conflict of Interest declarations and meeting minutes.

• Maintain accurate procurement files and ensure documentation is complete, properly organized, and audit-ready.

• Assist with submissions and updates to the Office of Procurement Regulation (OPR) Procurement Depository.

• Support the preparation of routine procurement compliance reports and statutory documentation.

• Retrieve procurement records, invoices, contracts, and tender documentation to support internal and external audits.

• Maintain the Contract Register, including contract values, expiry dates, renewal periods, and amendments.

• Monitor contract expiry dates and provide timely alerts regarding upcoming renewals or re-tendering requirements.

• Track and maintain records of approved contract variations, extensions, and amendments.

• Review supplier registration documentation to confirm the submission of required tax, VAT, company registration, and beneficial ownership documents.

• Assist with supplier due diligence and applicable debarment or suspension checks.

• Gather procurement and expenditure information to support management reports and procurement dashboards.

• Liaise with internal stakeholders, suppliers, and contractors regarding routine procurement and documentation matters.

• Perform other procurement and administrative duties as assigned by the Senior Procurement Specialist.

Qualifications and Experience

• Bachelor’s Degree or Diploma in Procurement, Supply Chain Management, Business Administration, Finance, Law, or a related discipline from a recognized institution.

• One (1) to three (3) years of progressive administrative experience, preferably in procurement, purchasing, contracts, finance, legal, or a related environment.

• Exposure to procurement processes, purchasing, tendering, contracts, or supplier administration will be an asset.

• Knowledge or awareness of public procurement practices and the Public Procurement and Disposal of Public Property Act, Chap. 22:02 would be an advantage.

• Active pursuit of a professional procurement qualification, such as CIPS Level 3 or 4, would be an asset.

• Experience with ERP systems, procurement platforms, or database-driven systems would be an advantage.

Knowledge, Skills and Competencies

• Strong attention to detail and accuracy.

• Good understanding of administrative and procurement processes.

• Strong Microsoft Excel and data management skills.

• Excellent document management and record-keeping capabilities.

• Strong organizational and time-management skills.

• Professional written and verbal communication skills.

• Ability to manage confidential information with discretion.

• Strong ethical standards and commitment to compliance.

• Ability to work collaboratively with internal stakeholders, suppliers, and external parties.

• Ability to manage multiple priorities and meet deadlines in a regulated environment.

Disclaimer

Only candidates who meet the stated qualifications and experience requirements will be considered for shortlisting. We thank all applicants for their interest; however, only shortlisted candidates will be contacted.

JOB REF: RS