Job Purpose

The Assistant Procurement Officer is responsible for supporting the procurement function by ensuring the timely, cost-effective, and compliant acquisition of goods, services, and works required by the organization. The position assists in supplier management, procurement planning, contract administration, inventory coordination, and maintaining accurate procurement records while supporting organizational objectives and financial controls.

Key Duties and Responsibilities

Procurement Management

• Assist in the preparation and processing of purchase requisitions, purchase orders, and procurement plans.
• Source quotations and proposals from suppliers in accordance with procurement procedures.
• Conduct market research to identify reliable suppliers and competitive pricing.
• Support the evaluation and selection of suppliers based on quality, cost, and delivery requirements.
• Follow up on orders to ensure timely delivery of goods and services.

Supplier and Contract Administration

• Maintain an updated database of approved suppliers and service providers.
• Liaise with suppliers regarding orders, delivery schedules, and payment-related issues.
• Assist in monitoring supplier performance and contract compliance.
• Support negotiations with suppliers to obtain value for money.

Documentation and Reporting

• Maintain accurate procurement records, contracts, quotations, purchase orders, and supplier files.
• Prepare procurement reports and submit them to the Finance Manager as required.
• Ensure procurement documentation is complete and available for audit purposes.

Inventory and Asset Support

• Coordinate with stores and user departments to monitor stock levels and procurement needs.
• Assist in verifying received goods against purchase orders and delivery notes.
• Support inventory management and asset tracking processes.

Compliance and Internal Controls

• Ensure all procurement activities comply with organizational policies, procedures, and applicable regulations.
• Support internal and external audits by providing procurement documentation and information.
• Promote transparency, accountability, and ethical procurement practices.

Qualifications and Experience

• Diploma or Bachelor's Degree in Procurement and Supply Chain Management, Purchasing and Supply, Business Administration, Logistics, or a related field.
• Membership in a recognized procurement professional body is an added advantage.
• Minimum of 1-3 years of relevant procurement or supply chain experience.

Skills and Competencies

• Knowledge of procurement and supply chain management principles.
• Strong organizational and record-management skills.
• Good negotiation and communication skills.
• Proficiency in Microsoft Office applications, particularly Excel.
• Ability to work independently and as part of a team.
• Strong analytical and problem-solving skills.
• High level of integrity, professionalism, and attention to detail.

Key Performance Indicators (KPIs)

• Timely processing of procurement requests.
• Compliance with procurement policies and procedures.
• Accuracy and completeness of procurement records.
• Supplier performance and delivery efficiency.
• Cost savings and value-for-money achievements.
• Timely submission of procurement reports.

Authority

The Assistant Procurement Officer shall operate under the supervision of the Finance Manager and within the delegated procurement authority limits established by the organization.

• Assist in the preparation and processing of purchase requisitions, purchase orders, and procurement plans.
• Source quotations and proposals from suppliers in accordance with procurement procedures.
• Conduct market research to identify reliable suppliers and competitive pricing.
• Support the evaluation and selection of suppliers based on quality, cost, and delivery requirements.
• Follow up on orders to ensure timely delivery of goods and services.
• Maintain an updated database of approved suppliers and service providers.
• Liaise with suppliers regarding orders, delivery schedules, and payment-related issues.
• Assist in monitoring supplier performance and contract compliance.
• Support negotiations with suppliers to obtain value for money.
• Maintain accurate procurement records, contracts, quotations, purchase orders, and supplier files.
• Prepare procurement reports and submit them to the Finance Manager as required.
• Ensure procurement documentation is complete and available for audit purposes.
• Coordinate with stores and user departments to monitor stock levels and procurement needs.
• Assist in verifying received goods against purchase orders and delivery notes.
• Support inventory management and asset tracking processes.
• Ensure all procurement activities comply with organizational policies, procedures, and applicable regulations.
• Support internal and external audits by providing procurement documentation and information.
• Promote transparency, accountability, and ethical procurement practices.

• Knowledge of procurement and supply chain management principles.
• Strong organizational and record-management skills.
• Good negotiation and communication skills.
• Proficiency in Microsoft Office applications, particularly Excel.
• Ability to work independently and as part of a team.
• Strong analytical and problem-solving skills.
• High level of integrity, professionalism, and attention to detail.

• Diploma or Bachelor's Degree in Procurement and Supply Chain Management, Purchasing and Supply, Business Administration, Logistics, or a related field.
• Membership in a recognized procurement professional body is an added advantage.