Procurement Assistant

Role Overview

You will provide hands-on procurement and inventory support for the Centre, making sure every department has the supplies it needs without overstocking or budget waste. Your day-to-day work connects suppliers, internal teams, and store records, so smooth operations depend on your accuracy and follow-through.

Key Responsibilities

• Coordinate the full purchasing cycle, from identifying needs and requesting quotations to raising purchase orders and tracking deliveries.
• Manage supplier relationships by vetting vendors, comparing prices and terms, and negotiating for consistent quality and value.
• Monitor daily stock levels across all inventory categories, placing replenishment orders before critical items run out.
• Receive and inspect incoming goods against delivery notes, verifying quantity, condition, and specifications before recording them in the system.
• Maintain up-to-date procurement and inventory records, including supplier files, order histories, and stock discrepancy reports.
• Issue supplies to internal departments as needed, documenting all movements to maintain a clear audit trail.
• Support periodic stock-taking and physical counts, investigating variances and recommending corrective actions.
• Ensure every purchasing decision aligns with the Centre’s policies, budget limits, and any applicable regulatory standards.

Requirements & Qualifications

• Diploma in Procurement and Supply Chain Management, Purchasing and Supplies, Business Administration, or Commerce from a recognised institution.
• At least two years of hands-on experience in procurement, stores management, or supply chain operations; prior work in a healthcare setting is a strong advantage.
• Active membership with the Kenya Institute of Supplies Management (KISM) is an added advantage.
• Working knowledge of procurement best practices, supplier evaluation, and inventory control techniques.
• Familiarity with basic procurement software or spreadsheets for tracking orders and stock levels.
• Strong negotiation and organisational skills, with the ability to prioritise competing requests under time pressure.
• Good written and verbal communication skills to interact confidently with vendors, colleagues, and management.
• Attention to detail and integrity when handling sensitive pricing and supplier information.