Procurement & Purchasing Assistant

Position Title

Procurement & Purchasing Assistant

Direct Line Reporting

Supply Chain Manager / Procurement Head

Industry Sector

Agriculture, Fishing & Forestry

Gross Salary Structure

KSh 45,000 - 60,000

Location

Trans Nzoia (Rest of Kenya)

Job Summary

We are seeking a highly organized, detail-oriented Procurement & Purchasing Assistant to anchor the material sourcing, inventory tracking, and vendor coordination pipelines for our agribusiness operations. Your primary objective is to facilitate the seamless acquisition of operational supplies, specialized machinery parts, and engineering tools while ensuring full alignment with internal compliance rules. This position bridges structured administrative purchasing with cross-departmental logistics; you will steer transactions from generating competitive price comparisons and tracking logistics lines through to processing Goods Received Notes (GRNs) and resolving invoice variances with Finance. The role demands an analytically minded professional with a solid grasp of inventory management principles who can maintain peak supply continuity across our workshop and main store networks.

Scope of Responsibilities

Strategic Sourcing & Vendor Cultivation

• Investigate market channels to source dependable suppliers and secure competitive price quotes for raw materials, tools, and services.
• Assist in conducting objective supplier evaluations, monitoring delivery speeds, and tracking overall vendor compliance metrics.
• Compile and format precise purchase requisitions, requests for quotations (RFQs), and detailed price comparison sheets for management review.
• Build and preserve transparent, long-term working bonds with vetted logistics providers and commercial merchants.

Order Processing & Logistics Delivery

• Execute approved purchase requests swiftly within the central ERP framework, ensuring absolute data entry precision to prevent clerical errors.
• Monitor transit tracks for open purchase orders, issuing regular delivery status updates to internal destination handlers.
• Physical-check incoming consignments against purchase orders and design specifications to verify complete item correctness.
• Negotiate and organize immediate product swaps or returns for any damaged, faulty, or incorrect items arriving on site.

Stores Synchronization & Stock Auditing

• Partner closely with the Main Stores team to check rolling stock volumes and flag timely reorder triggers before shortages occur.
• Collaborate with Workshop Stores to expedite the tracking of engineering spares, service lubricants, and technical maintenance tools.
• Validate that all arriving physical stock units are securely documented using authorized Goods Received Notes (GRNs).
• Participate actively in periodic physical stock counts, ledger reconciliations, and the strategic removal of obsolete materials.

Financial Oversight & Compliance Logging

• Coordinate workflows with the Finance Department to verify that all purchasing requests sit comfortably inside pre-approved unit budgets.
• Match supplier invoices, physical delivery notes, and internal GRN files perfectly to create clean documentation packs for payment clearance.
• Investigate and rectify account balance discrepancies or pricing mismatches independently alongside vendor accounting desks.
• Maintain complete, chronological procurement transaction archives to ensure smooth financial reporting and internal audit checks.

Skills & Experience Required

Minimum Entry Criteria

• Academic Foundation: Diploma or Bachelor's Degree in Procurement and Supply Chain Management, Purchasing and Supplies, Business Administration, Commerce, or a matching track.
• Professional Alignment: Active membership or formal registration progress with the Kenya Institute of Supplies Management (KISM).
• Field Longevity: Minimum of 3 years of progressive, hands-on experience handling practical procurement, purchasing, or multi-category store inventory operations.
• Digital Toolkit: High proficiency operating integrated ERP systems, inventory databases, and advanced Microsoft Excel sheets.

Core Competencies

• Administrative Precision: Exceptional organizational capacities, with a natural talent for maintaining flawless, multi-page transaction documentation trails.
• Interpersonal Diplomacy: Clear communication and negotiation capabilities to manage multi-departmental supply lines and diverse vendor pools smoothly.
• Analytical Reasoning: Quick problem-solving skills to spot inventory trends, resolve delivery delays, and rectify billing errors independently.

Perks & Growth

• Agribusiness Immersion: Gain vital supply chain expertise inside a fundamental, scaling sector, managing a wide range of specialized agricultural and mechanical inventory classes.
• Cross-Functional Visibility: Broaden your professional scope by interfacing directly across operational fields, engineering workshops, and corporate financial structures.
• Process Ownership: Take direct charge of critical purchase pipelines, building a strong, verifiable track record in cost minimization and material organization.

Way to Apply

Please email your application and CV, specifying the exact position title within the subject line. Review of applicant portfolios begins immediately.