Purchase Assistant at YMCA Kenya

Purpose of the Job: In charge of completing various duties related to the inward movement of goods, supplies and raw materials into the organization

Duties and Responsibilities

• Preparing or editing purchase orders from various departments.
• Raising of LPOs (Local Purchase Orders)
• Checking if there is enough stock in the inventory to meet requirements.
• Placing orders with suppliers or vendors and ensuring that documentation is in order, with terms and conditions being clear.
• Maintaining a filing system in the purchase department and updating appropriate records when required.
• Look for ways to reduce costs to the organization, such as evaluating costs of purchasing from various suppliers to arrive at the best deal.
• Inspecting deliveries to verify if they are in order and as per agreed terms.
• Interacting with suppliers in case of delay in delivery of supplies, receipt of damaged or incorrect quantity of goods.
• Ensuring that the organization obtains the best value for expenditure on goods and services.
• Ensuring that suppliers are paid in a timely manner by submitting invoices on time and follow up
• Purchase of supplies, services and equipment required by the organization on a daily basis in coordination with the various departments
• Develop, compile, reconcile, and update information in supplier and stock databases to provide effective processing, information management and reporting. (monthly reporting)
• Maintain re-order levels at all times in the stores and carrying out administration duties in the stores which include record keeping in the relevant books and filling of departmental store requisitions
• Coordinate monthly stock take

Qualifications and Skills

• Diploma in Supply Chain Management / Procurement
• Diploma in Store Management
• Computer Literate
• Good oral, written and presentation skills
• Good Negotiation Skills
• High integrity
• Ability to work in a team
• Self Motivated / Honest / Reliable
• Must be a Christian