Procurement Assistant\
Job Purpose
- To support the procurement function by ensuring timely, transparent, and cost-effective acquisition of goods and services in compliance with MESPT policies, donor requirements, and applicable regulations.
Procurement Operations:
- Process day-to-day procurement requisitions in a timely and efficient manner.
- Prepare, publish, and issue procurement notices, RFQs, RFPs, and bidding documents.
- Manage the receipt, opening, and proper recording of bids and proposals in line with procurement procedures.
- Coordinate and support the evaluation of bids and proposals, ensuring fairness and transparency.
- Prepare bid analysis and evaluation reports for review and approval.
- Generate Local Purchase Orders (LPOs) and support preparation of contracts.
- Notify all bidders of procurement outcomes in a professional and timely manner.
Supplier & Vendor Management:
- Maintain and regularly update the vendor register/database.
- Liaise with vendors to ensure timely delivery of goods and services.
- Monitor supplier performance and escalate issues to the Procurement Officer.
Compliance & Documentation:
- Ensure all procurement activities comply with MESPT policies and donor regulations.
- Maintain accurate and complete procurement records for audit and reference.
- Assist in the preparation of procurement reports and audit documentation.
Inventory & Asset Support:
- Track deliveries and verify received goods against purchase orders and specifications.
- Coordinate with administration for proper recording and tagging of items.
- Support periodic stock counts and inventory reconciliation processes.
Administrative Support:
- Prepare procurement correspondence and maintain organized filing systems.
- Support procurement committee processes, including scheduling and documentation of meetings.
- Provide general administrative support to the procurement function
Key Performance Indicators (KPIs):
- Timely processing of procurement requisitions and activities.
- Accuracy and completeness of procurement documentation.
- Compliance with procurement policies and donor requirements.
- Efficiency and transparency in bidding and evaluation processes.
- Supplier delivery timelines and quality adherence.
- Minimal audit queries related to procurement.
Qualifications/Other Requirements
- Degree or Diploma in Procurement, Purchasing, Logistics or Supply Chain Management or equivalent.
- Professional membership (CIPS, KISM) is an added advantage
- Knowledge, Experience & Skills
- At least 2 years’ relevant experience in procurement or supply chain, preferably in an NGO.
- Knowledge of ERP systems (Navision preferred) or similar operational software.
- Proficiency in Microsoft Office, especially Advanced Excel.
- Strong understanding of procurement processes and compliance requirements.
Role Competencies
- Strong organizational and multitasking skills
- High attention to detail and accuracy
- Good communication and coordination skills
- Integrity and accountability
- Ability to work under pressure and meet deadlines
- Willingness to learn and grow
Method of application
If you are interested and qualified, kindly submit your application via the link provided below,
Deadline 30/04/2026