Procurement Assistant at Zetech University

Job Ref: ZU/10/25/107

Key Responsibilities

Reporting to the Procurement Officer, the position holder will, among other duties be responsible for:

• Preparation of Requests for Quotation, Initiations to Bid, Requests for Proposal and co-ordination of their timely dispatch.
• Conducting price survey in the supply market and updating the University price list.
• Carrying out sourcing activities as may be required for various procurement requirements.
• Monitoring of User departments spend patterns and ensuring on time update of procurement plan.
• Collecting, analyzing and circulation of quotes, bids and proposals for evaluation.
• Assisting in coordination with the selected bidder to ensure completion of administrative processes including Bid Security, contract award notices and distribution of contract documents.
• Receiving the approved requisitions and processing the appropriate documentation for local and oversea purchases/services/contracts.
• Coordinating with User Departments and making sure the right specifications for materials/items needed are provided on a timely manner.
• Providing purchased materials to the responsible receiving office and doing all actions for completing the process.
• Ensuring collection of feedback from both internal and external customers and providing relevant recommendations for adoption.
• Coordinating with suppliers to ensure correct and timely delivery of goods and services as ordered.
• Proper documentation and maintenance of all supply documents including Requisitions, Quotations, LPOs, Invoices and Delivery notes awaiting payment.
• Ensuring proper record management of various procurement processes, decisions, and contractual agreements for accountability and audit purpose.
• Maintaining complete and updated purchasing/supplier records/data and pricing in the system.
• Monitoring and analyzing supplier performance and present detailed reports on recommendations.
• Participating in supplier re-evaluation and asset disposal exercises.
• Preparation of various information and statistical reports.

Qualifications

• A minimum of a Bachelor’s degree in Purchasing and Supplies or a related area.
• CIPS/CPSB qualified or in pursuit of the same will be an added advantage.
• Professional membership will be an added advantage (KISM/CIPS).
• Possession of a valid driving license will be an added advantage.
• Minimum 1 (one) year previous experience in a similar role.
• Working knowledge of the Internet and MS Office Suite.

Critical Attributes

• High levels of integrity.
• Strong business acumen.
• Excellent negotiation and communication skills.
• Detail oriented with a hands on approach to all tasks.
• Ability to take a proactive approach to overcome challenges and achieve results.
• Ability to handle multiple projects in a fast paced environment.