Purpose of the post

Under general supervision of the Sr. Programme Assistant for Quality Assurance, the incumbent of the post performs a variety of tasks in vendor master database administration; handling all requests for new vendors and changes and updates to the existing vendors data.

Major Duties and Responsibilities of this post include:

• Handle all requests from Sections for new vendors, and changes to existing vendors. Ascertain whether the vendor is already registered in the system and consult with sections if either to update the existing record or to create a new record. If the vendor is an implementing partner, check for availability of micro assessment and enter key information from the micro assessment into the vendor master database.
• Review and check filled in vendor request template and bank confirmation letter for any errors/omissions and request corrections from the supplier or vendor. Create and modify vendor master records for: Field office vendors (ZFV), Programme partners (PRG2), Individual consultants and contractors (ZCON), and Institutional consultants and contractors (ZCNT).
• Monitor on a monthly basis the vendor master database to ensure completeness and accuracy of records and to carry out a clean-up exercise to remove duplicates, invalid records and vendor accounts no longer active.
• Update the vendor master database by gathering information related to assessments and evaluations of vendors and Implementing Partners. This includes blocking poor performing vendors from further transactions based on the information and decision provided by concerned official.
• Inform HQ Supply Division on international vendors blocked/unblocked and local vendors blocked for clearing of master database records. Liaise with HQ for creation of HQ level vendors, and update of IP risk rating and vendor master database records on periodic management reports.
• As a focal person for vendor master database, respond to queries relating to the area of responsibility and provide information related to vendor registration and related issues.
• Produce monthly and annual statistics on vendor activities.
• Perform any other duties as requested by the supervisor.