Procurement Assistant

Role Overview

This role sits at the centre of the purchasing function, where you will turn internal requests for goods, works, and services into properly ordered, tracked, and delivered supplies. You will work daily with requesters, vendors, and warehouse data to make sure every transaction follows internal rules and national procurement regulations. Your attention to detail keeps operations running without delays, while also safeguarding the organisation from compliance issues, inaccurate records, or duplicate purchases.

Key Responsibilities

• Receive procurement requisitions from departments, confirm their accuracy and budget availability, and convert them into clear purchase orders for approved suppliers.
• Maintain the supplier register by collecting and updating company profiles, tax documents, licences, and contacts to keep vendor information current for audit and evaluation purposes.
• Follow up with suppliers on order confirmations, delivery timelines, and incomplete shipments, and promptly escalate any delays or quality concerns to the procurement officer.
• Liaise with the stores or inventory team to record incoming deliveries, match goods received notes with purchase orders, and flag discrepancies in quantity, price, or specification.
• Support the preparation and handling of tender documents, including distributing bid invitations, receiving sealed quotations, and drafting minutes or evaluation checklists as instructed.
• Manage procurement documentation, whether physical or electronic, so that all bids, contracts, invoices, and correspondence can be retrieved quickly for reviews and audits.
• Assist in contract administration by tracking expiry dates, noting renewal deadlines, and preparing standard acknowledgement letters or service completion forms for review.
• Compile weekly or monthly procurement summaries, spending lists, and delivery performance updates to help management monitor purchasing trends and supplier reliability.

Requirements & Qualifications

• A bachelor's degree in Procurement and Supply Chain Management, or another recognised equivalent from an accredited university.
• Current registration as a student member of the Kenya Institute of Supply Management (KISM), with active progress towards the Chartered Professional in Supply Chain Management (CPSP-K) or the CIPS professional qualification.
• At least one year of hands-on experience in a procurement, purchasing, or supply chain support role, with a clear understanding of end-to-end sourcing processes.
• Working knowledge of basic procurement law, public or organisational procurement procedures, and ethical standards governing vendor interactions.
• Strong numerical ability for checking prices, quantities, and invoice totals, plus a methodical approach to record-keeping and filing.
• Effective written and spoken communication skills, enabling clear correspondence with suppliers and internal staff at all levels.
• Proficiency in common office tools such as spreadsheets, word processors, and ideally a procurement or inventory management system.