Reporting to the Procurement officer, you will provide procurement support on various tasks within the Procurement function under finance and administration department.

Assist in developing and executing procurement strategies to optimize purchasing processes and reduce costs.

Ensure compliance with procurement policies, regulations and ethical standards.

Assist in drafting bidding documents, evaluation reports and contract award submissions, ensuring consistency in format and content.

Assist in processing procurement transactions for payments, ensuring all necessary approvals and documentation are in place.

Assist in the preparation of Local Purchase/Service Orders and ensure all back up documents are attached and approved before final submission to vendor.

Assist in maintaining the supplier payment tracker by alerting the procurement officer about any due payments, compiling all relevant invoices, secure approvals by various HOD’s/Budget holders, compile procurement documentations to be presented to Finance for processing and disbursement.

Manage incoming procurement requests and invoices, logging and routing them to the appropriate departments for action.

Monitor inventory levels and assist in the coordination of stock replenishment to avoid shortages or overstock situations.

Analyse market trends and maintain relationships with vendors to achieve cost savings and optimise procurement strategies.

Conduct market research to identify potential suppliers and evaluate their offerings.

Assist in routine follow-up action on procurement matters liaising with suppliers, finance and administrative teams to ensure smooth procurement workflows.

Support with the maintenance of the procurement tracker and other status reports on procurement activities and work in progress.

Assist, procurement officer and Admin in review of quotations, quotation analysis, preparing tenders and procurement documents in collaboration with the procurement admin and finance teams.

Together with the procurement officer and procurement officer, ensures that goods, services and works procured are of the right quality, in the right quantities, at the right price, delivered to the right place, at the right time (5 Rs).

Organize and manage the filing system for procurement documents, including quotations, contracts and minutes, ensuring complete procurement records are stored in both physical and digital formats (e-filing). Scan and archive procurement documents as needed for audit and compliance purposes.

Participate in procurement committee and departmental meetings, taking minutes and ensuring action points are tracked and implemented. Assist in general administrative tasks, including logistics coordination, office supply procurement, and asset management.

Support finance-related tasks, such as verifying supplier invoices, reconciling procurement expenditures and assisting with budget tracking.

Monitor supplier performance and maintain positive relationships to ensure quality and reliability.

Maintain the highest standards in procurement practices.

Any other duty as may be assigned.