Procurement Assistant at Salaries & Renumeration Commission

Job Summary

This position reports to the Procurement Officer and is responsible for the proper management of stores and inventory of goods and services to ensure that the economic order quantities are maintained at all times for the efficient functioning of the Commission.

 Duties and Responsibilities

• Purchasing Assistant (Store keepers/Material recording clerks) keep track of information in order to keep businesses and supply chains on schedule. They ensure proper scheduling, recordkeeping, and inventory control;
• As warehouses increase their use of automation and computers (IFMIS- E- Procurement) Officer will become more adept at using technology to update stock records and keep track of inventory;
• The Officer will receive, unpack, and keep a record of all items that enter or leave the stores and inspect for damaged goods;
• Inspect, measure, check, sample materials, supplies, and other equipment that enters a warehouse;
• Provide information on stores including inventory reports for planning purposes.
• Issue gate pass for goods or items leaving the Commission’s Office;
• Officer will maintain contact with vendors/suppliers to ensure that supplies and equipment are delivered on time;
• Check inventory records for accuracy;
• Compile reports on various aspects of changes in requirements or inventory;
• Exercise general control over all activities in Stores;
• To ensure safe keeping, security both as to quality and quantity of materials;
• To maintain proper records;
• To initiate purchase requisitions for the replacement of stock of all regular stores items whenever the stock level of any item of store approaches the minimum limit fixed in respect thereof;
• To initiate action for stoppage of further purchasing when the stock level approaches the maximum limit;
• To check and receive purchased materials forwarded by the receiving department and to arrange for the storage in appropriate places;
• To reserve a particular material for a specific job when so required;
• To issue materials only in required quantities against authorized requisition notes/material lists;
• To check the stock card balances, with the actual physical stock at frequent intervals by way of internal control over wrong issues, pilferage;
• Assist in Purchasing and posting requisition in IFMIS system.

 Minimum Qualifications and experience:

• Diploma in procurement from an accredited Institution
• Three years’ work experience preferably in a public institution
• Experience in purchasing and management of inventory
• Member of K.I.S.M
• Understanding of public procurement laws.

Key competencies

• Computer Literacy.
• Keen to details
• Knowledge of IFMIS system.
• Ability to work with least supervision
• He/she must be a person of integrity, demonstrate excellent interpersonal and communication skills and be a team player.