Procurement Assistant at Micro Enterprises Support Programme Trust (MESPT)

REF. HR/02/2020

Job Purpose

To assist in maintaining the scope, management and sourcing activities on a day-to-day basis for entire procurement function and execute standardized strategic sourcing processes focusing on value for money.

Key Responsibilities

• Reviewing, recording purchase requisitions and obtaining additional information or documentation from respective users as required.
• Coordinating the inspection and acceptance of goods and works depending on the thresholds and/or if required.
• Receiving, actioning and monitoring the status of purchase requisitions, maintain LPOs and contacts with suppliers to ensure timely delivery of goods, works & services.
• Preparing and processing of tender documents i.e. Invitations to Bids, Request for Proposals and Request for Quotations.
• Coordinate the receiving and opening of tenders, analyzing of quotations, preparation of evaluation criterions for proposals.
• Prepare purchase orders and draft contracts for approval by the Procurement Officer.
• Maintain relevant internal procurement databases, documents and records of procurement and disposal activities for the required period.
• Participate in supplier qualification and selection process by developing a supplier evaluation system.
• Assist in maintaining and updating the approved list of registered suppliers required by MESPT.
• Notifying successful and unsuccessful bidders.
• Other Duties & Responsibilities
  • Assist in conducting market surveys and analysis which will assist in monitoring and forward planning for supplies.
  • Maintain efficiency in supply chain procedures within the organization and coordination among staff to ensure successful requisition.
  • To be a member of the Procurement Committee.

Qualifications & Experience

• Business degree or equivalent.
• Professional Membership in Purchasing and Supplies; CIPS or KISM.
• Minimum of Two (2) years of relevant work experience in procurement.
• Experience in working with developmental or non-governmental organizations will be an added advantage.
• Proficient in Microsoft Office programs e.g. Excel.
• Knowledge of Microsoft Navision System will be an added advantage.
• Pragmatic and honest behaviour
• Good analytical skills.
• Independent thinker.
• Good time management and organizational skills.