Procurement Associate

Role Overview

This position places you at the centre of daily purchasing activity, where you will manage orders from initial request through to final delivery and keep every stakeholder informed along the way. Your work directly supports cost control, reliable supplier performance, and smooth operations by ensuring stock levels stay balanced and procurement records remain audit-ready. You will be the person others turn to for order status updates, supplier follow-ups, and hands-on resolution of supply issues.

Key Responsibilities

• Manage the complete purchase cycle: review and validate requisitions, create purchase orders, track shipments, and confirm deliveries with suppliers.
• Serve as the main operational contact for order statuses, keeping internal teams updated on timelines, delays, and any required actions.
• Monitor open orders, lead times, and fulfilment schedules to spot risks early and escalate concerns to the procurement manager or user departments.
• Support supplier onboarding and pre-qualification by collecting and verifying documentation such as contracts, pricing, SLAs, compliance papers, and performance records.
• Coordinate supplier performance reviews by tracking on-time delivery, quality, responsiveness, and adherence to agreed pricing.
• Maintain accurate records for requisitions, LPOs, delivery notes, invoices, contracts, and supplier files, ensuring version control and easy retrieval for audits.
• Track stock levels across all locations and categories, setting pre-order and re-order points based on consumption trends and operational needs.
• Produce stock status reports that highlight shortages, risks, and upcoming purchasing needs, and support periodic reconciliations with user teams.

Requirements & Qualifications

• Bachelor’s degree in Procurement, Supply Chain Management, Business Administration, or a related field.
• A Diploma in CIPS, plus membership in the Kenya Institute of Supplies Management (KISM) or the Chartered Institute of Procurement and Supplies (CIPS).
• At least two years of experience in a procurement or supply chain role, with hands-on exposure to purchasing processes, supplier coordination, and inventory control.
• Strong communication and follow-up skills to manage supplier relationships and internal stakeholder expectations effectively.
• Ability to negotiate independently with suppliers to secure fair value for goods and services.
• High attention to detail, strong organisational habits, and a disciplined approach to compliance and documentation.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint) is essential; experience with ERP or procurement systems is an added advantage.
• Comfort working independently, prioritising multiple tasks, and meeting tight deadlines.
• A proactive, self-driven attitude with openness to feedback and a collaborative, cross-functional mindset.