Procurement Assistant

Job Purpose

• To support the procurement function by ensuring timely, transparent, and cost-effective acquisition of goods and services in compliance with MESPT policies, donor requirements, and applicable regulations.

Procurement Operations:

• Process day-to-day procurement requisitions in a timely and efficient manner.
• Prepare, publish, and issue procurement notices, RFQs, RFPs, and bidding documents.
• Manage the receipt, opening, and proper recording of bids and proposals in line with procurement procedures.
• Coordinate and support the evaluation of bids and proposals, ensuring fairness and transparency.
• Prepare bid analysis and evaluation reports for review and approval.
• Generate Local Purchase Orders (LPOs) and support preparation of contracts.
• Notify all bidders of procurement outcomes in a professional and timely manner.

Supplier & Vendor Management:

• Maintain and regularly update the vendor register/database.
• Liaise with vendors to ensure timely delivery of goods and services.
• Monitor supplier performance and escalate issues to the Procurement Officer.

Compliance & Documentation:

• Ensure all procurement activities comply with MESPT policies and donor regulations.
• Maintain accurate and complete procurement records for audit and reference.
• Assist in the preparation of procurement reports and audit documentation.

Inventory & Asset Support:

• Track deliveries and verify received goods against purchase orders and specifications.
• Coordinate with administration for proper recording and tagging of items.
• Support periodic stock counts and inventory reconciliation processes.

Administrative Support:

• Prepare procurement correspondence and maintain organized filing systems.
• Support procurement committee processes, including scheduling and documentation of meetings.
• Provide general administrative support to the procurement function

Key Performance Indicators (KPIs):

• Timely processing of procurement requisitions and activities.
• Accuracy and completeness of procurement documentation.
• Compliance with procurement policies and donor requirements.
• Efficiency and transparency in bidding and evaluation processes.
• Supplier delivery timelines and quality adherence.
• Minimal audit queries related to procurement.

Qualifications/Other Requirements

• Degree or Diploma in Procurement, Purchasing, Logistics or Supply Chain Management or equivalent.
• Professional membership (CIPS, KISM) is an added advantage
• Knowledge, Experience & Skills
• At least 2 years’ relevant experience in procurement or supply chain, preferably in an NGO.
• Knowledge of ERP systems (Navision preferred) or similar operational software.
•  Proficiency in Microsoft Office, especially Advanced Excel.
• Strong understanding of procurement processes and compliance requirements.

Role Competencies

• Strong organizational and multitasking skills
• High attention to detail and accuracy
• Good communication and coordination skills
• Integrity and accountability
•  Ability to work under pressure and meet deadlines
• Willingness to learn and grow