Assistant Procurement Manager

Role Overview

This position carries end-to-end ownership of the Club's purchasing and supply chain function, from identifying needs and running competitive sourcing exercises through to contract award, delivery, payment documentation and stores control. Day to day, the holder balances cost discipline against service continuity, making sure departments and facilities receive the right goods and services on time while every shilling spent is traceable, justified and secured by proper approvals. The role matters because procurement failures are immediately visible to members and operations, while weak controls expose the Club to audit findings, supplier disputes and avoidable overspend.

Key Responsibilities

• Plan and coordinate the full procurement cycle for goods, works and services, including needs consolidation, specification review, sourcing, evaluation, award recommendation and purchase order or LPO issuance.
• Run transparent and competitive tender, quotation and request-for-proposal processes, documenting each stage so decisions withstand internal audit and regulatory scrutiny.
• Negotiate pricing, delivery terms, warranties and service levels with suppliers, and draft or review contracts, framework agreements and service-level arrangements before commitment.
• Build and maintain a supplier register, conduct periodic supplier evaluation, and manage performance issues, disputes, renewals and terminations in line with agreed terms.
• Oversee stores and inventory operations, setting reorder levels, monitoring stock movement and reconciling physical counts against system records to prevent stock-outs, overstocking and shrinkage.
• Enforce procurement policy, delegated approval limits, segregation of duties and ethical purchasing standards, escalating exceptions and declaring conflicts of interest.
• Carry out spend analysis and price benchmarking to identify consolidation opportunities, value-for-money alternatives and measurable cost savings.
• Supervise and develop the procurement and stores team, and maintain accurate records in the ERP or procurement and inventory system, including supplier files, contracts and statutory documentation.

Requirements & Qualifications

• Bachelor's degree in Procurement and Supply Chain Management, Purchasing and Supplies Management, Business Administration or a closely related discipline.
• Professional certification at CPSP-K level or an equivalent recognised procurement qualification, plus current membership of KISM or the relevant professional procurement body in good standing.
• A minimum of seven years' relevant procurement and supply chain experience, of which at least three years were spent in a supervisory or managerial capacity.
• Comprehensive working knowledge of procurement and supply chain management theory and practice, including sourcing strategy and market assessment.
• Demonstrated skill in supplier identification and evaluation, commercial negotiation and ongoing supplier performance management.
• Practical familiarity with contracts, purchase orders, LPOs and service-level agreements, including the ability to interpret terms and manage compliance.
• Solid grounding in stock control, inventory planning and stores management, including cycle counting and reconciliation.
• Understanding of procurement controls, approval thresholds, segregation of duties and ethical procurement practice.
• Hands-on competence with ERP, procurement and inventory systems, and the ability to keep system data accurate and audit-ready.
• Knowledge of applicable Kenyan procurement, tax, regulatory and statutory requirements affecting purchasing and contracting.
• Analytical capability in spend analysis, price evaluation and value-for-money assessment, with the judgement to defend recommendations.