Procurement Assistant

JOB DESCRIPTION FOR THE POSITION OF A PROCUREMENT ASSISTANT

Job title: Procurement Assistant

Vacancies: 01

Job purpose:

To ensure coordination of all activities of the Procurement and Disposal Unit to be within deadlines.

Reports to: Procurement Officer

Salary Scale: AE6

Duties and responsibilities:

1. Carry out market research for price ranges on all common user items and developing a
database.

2. Compile procurement needs from the various units.

3. Obtain supplier quotations for various goods and services and preparing purchase orders.

4. Send, receive and record correspondences of the Procurement and Disposal unit.

5. Compare supplier bills with purchase orders to verify accuracy before sending them for
payment.

6. Review procurement requisitions for accuracy in the requirements and technical
specifications.

7. Assist in preparing bid documents, bid evaluation documents and arranging bid opening
meetings.

8. Coordinate the efficient running of the day-to-day work of the Procurement and Disposal Unit.

9. Prepare procurement status reports.

10.Keeping track of procurement requisitions, contracts, purchase orders, deliveries and inform the relevant parties about the status.

11.Manage record keeping of the unit such as procurement files, reports and pricelists.

12.Receive and attend to inquiries from bidders or suppliers about the status of the procurement process.

13.Assist in the development of appropriate procurement and disposal systems, procedures and guidelines.

14.Assist user departments/units to prepare terms of reference and technical specifications for goods, services and works.

15.Liaise with suppliers and other stakeholders to ensure timely delivery of goods and services.

16.Assist in preparing replies to audit queries pertaining to procurement function.

17.Perform any other duty as may be assigned by the supervisor.

Person specifications: (Age, Academic qualifications, Skills and Work experience)

Age: 25-35 years

Academic Qualifications

i. Honours Bachelor’s Degree (Second Class Upper and above) in Procurement and
logistics/supply chain management, Administration, Accounting or closely related field from a recognized institution.

ii. Professional qualification and /or a master’s degree in related field is an added advantage.

Other skills

iii. Good knowledge of procurement regulations, procedures and practices
iv. Good knowledge of local market practices and pricing customs
v. Solid communication skills (strong reading, speaking and writing skills)
vi. Concern for quality and standards
vii. Computer skills in various applications and programs.
viii. Efficient service delivery
ix. Clear and good judgment
x. Honesty and integrity

Work Experience

Should have at least two (2) years working experience in a similar field in a reputable organization