Role Overview
The Purchase Assistant coordinates regional purchasing activities, from clarifying what users need and collecting supplier quotations to comparing prices and tracking orders. The role helps institutions make informed purchasing decisions, maintain visibility over enquiries and deliveries, and monitor price differences and savings across the East African region.
Key Responsibilities
- Track and report price variances across the East African region, and prepare regular enquiry-status and price-comparison reports for each institution.
- Request and assess quotations from suppliers, negotiate where appropriate, and recommend suppliers based on competitive pricing and the suitability of their offers.
- Consult end users to confirm item specifications, obtain sign-off on evaluations or written confirmation for regional purchases, and keep users updated on enquiry progress.
- Follow up with suppliers on quotation responses, stock availability and delivery schedules for regional requirements.
- Compile the information needed to support purchase-order approvals, including evaluated quotations, negotiated pricing, item availability and expected delivery periods.
- Share information about new products with users and arrange periodic meetings with regional institutions.
- Support the Capital Expenditure (Capex) Team with day-to-day purchasing and consolidate import orders for the regional network.
- Prepare quarterly savings summaries and other purchasing reports, and take on additional duties assigned by the department supervisor or manager.
Requirements & Qualifications
- Bachelor’s degree in Purchasing and Supply Chain, Business, or a related field.
- At least two years of purchasing or warehouse experience at supervisory level.
- Membership of CIPS, CILT or the Kenya Institute of Supplies Management (KISM).
- Working knowledge of warehousing and stock management.
- Strong attention to detail, reliability and integrity.
- Ability to collaborate effectively and provide responsive, customer-focused service to internal users.
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