Reports to          : Procurement and Disposal Officer

Supervises          : NA

Department       : Supply Chain

Duty Station      : Duty Area

Job Purpose

To provide administrative and operational support in the procurement and disposal processes, ensuring accuracy, compliance and efficiency. The role is critical in maintaining organized records, facilitating procurement activities, supporting the execution of procurement and disposal plans.

Impact: The Procurement Assistant ensures smooth day-to-day operations within the procurement function by handling administrative tasks and supporting procurement officers. This role directly impacts the efficiency of procurement and disposal activities contributing to the timely delivery of goods and services essential for the organization’s operations.

Key Result Areas

1. Assist in preparing procurement documentation, including purchase requests, tender documents, and contracts
2. Maintain accurate and up-to-date procurement records and files for audit and reporting purposes
3. Handle correspondence related to procurement and disposal activities
4. Coordinate with suppliers to collect quotations, invoices, and other required documents
5. Support in bid evaluation processes by compiling and organizing data
6. Monitor the progress of procurement activities and provide updates to supervisors
7. Ensure all procurement activities comply with organizational policies and regulatory requirements
8. Compile and maintain a complete database of suppliers and procurement transactions
9. Coordinate the delivery of goods and services, ensuring timely receipt and proper documentation
10. Facilitate communication between internal departments and suppliers to resolve procurement issues
11. Assist in organizing and documenting disposal activities, including maintaining disposal records
12. Support the disposal officer in coordinating with relevant stakeholders for disposal processes.

Expected Output

1. Accurate and accessible procurement and disposal records that support compliance and reporting needs
2. Timely preparation and submission of procurement documents, ensuring smooth processes
3. Effective communication with suppliers and internal stakeholders, facilitating on-time delivery and issue resolution
4. Documentation and activities aligned with legal and organizational procurement standards
5. Accurate and well-organized records of all disposal activities, ensuring accountability.

Person Specifications

Academic Qualifications

• Diploma or Bachelor’s degree in Procurement, Supply Chain Management, Business Administration, or a related field.
• Certification or training in procurement and supply chain management (e.g., CIPS Level 2 or equivalent) is an advantage.

Experience

• At least 1-2 years of experience in procurement or administrative support preferably in a regulated industry
• Familiarity with procurement processes and basic understanding of disposal procedures is an advantage.

Competencies

• Basic knowledge of procurement principles and documentation practices
• Proficiency in using Microsoft Office applications and procurement software
• Ability to ensure accuracy in documentation and data management
• Strong written and verbal communication skills for engaging suppliers and internal stakeholders
• Capability to manage multiple tasks, prioritize, and meet deadlines efficiently
• Ability to work effectively as part of a team, supporting procurement officers and other stakeholders
• Commitment to transparency and ethical practices in all procurement-related activities.

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