Assistant Procurement Officer - Mining Company (130K)

Job Title: Assistant Procurement Officer
Reports To: Procurement Officer - Client (West Pokot Mine Site)
Line Manager: Procurement Officer - Client (West Pokot Mine Site)
Location: West Pokot
Industry: Mining
Gross Salary: Ksh 100,000 – 130,000
Our client, a mining company that is part of a larger investment group, is looking to hire an Assistant Procurement Officer and operates the West Pokot Mine Site. Every shift depends on a steady flow of materials, spares, consumables, fuel and services. Behind that flow sits a daily cycle of requisitions, quotations, purchase orders, delivery follow-ups and paperwork. If that cycle is slow, inaccurate or poorly documented, operations wait and audits fail.
The Assistant Procurement Officer runs that transactional cycle on site, under the direct supervision of the Procurement Officer. The role turns approved requisitions into accurate draft purchase orders, collects and compares quotations, expedites deliveries, keeps every procurement file complete and keeps end users informed. The Procurement Officer reviews, negotiates, releases orders and makes award decisions; the Assistant makes sure the groundwork behind those decisions is accurate, complete and on time.
Procurement is one of the highest integrity-risk functions in any organisation. Suppliers will seek preferential treatment, expedited payments or informal arrangements — directly and indirectly. The answer to every such approach is the same: the client's procurement process, applied without exception. Awarding business outside the approved process, accepting gifts or benefits from suppliers, splitting orders to avoid approval thresholds, or helping anyone circumvent procurement controls is gross misconduct and will be treated as such. The client has zero tolerance for procurement corruption, and this must be clearly understood before accepting this role.
Segregation of duties protects both the client and the Assistant. Procurement sources and orders; Stores receives, holds and issues stock; Finance verifies and pays. The Assistant does not receive goods into stock, hold store keys, award business or commit the client to any expenditure. Remote-site conditions add pressure to cut corners — the Assistant is expected to hold the process under that pressure and escalate rather than improvise.
Near-term priorities include:

• 
  
• Bringing the purchase order register up to date, with every open order tracked to delivery;
  
• Building a complete, audit-ready file for every site purchase — requisition to payment;
  
• Achieving the agreed requisition-to-draft-PO turnaround on all routine requests; and
  
• Learning the West Pokot supply landscape — reliable suppliers, lead times and transport options.
  

Role Purpose: To deliver accurate, timely and fully documented transactional procurement at the West Pokot Mine Site — processing approved requisitions, preparing purchase orders for review, collecting and comparing quotations, expediting deliveries and maintaining complete procurement records — under the supervision of the Procurement Officer and in line with the client's Procurement Policy, Delegation of Authority and zero-tolerance integrity standards. The Assistant Procurement Officer is personally accountable for the accuracy and integrity of every transaction they process.
Role Accountabilities
Area of Accountability: The Client's Values — Safety Non-negotiable
Typical Behaviours at The Right Level

• 
  
• Takes personal responsibility for safety at all times and complies with all site HSE procedures
  
• Ensures suppliers, transporters and contractors are briefed on the client's site safety and access requirements before arriving on site
  
• Ensures Safety Data Sheets (SDS) accompany all hazardous materials and chemicals ordered
  
• Specifies correct PPE, safety-critical spares and certified equipment — never substitutes on price alone
  
• Reports hazards, unsafe deliveries and non-compliant contractor behaviour to the Site Manager promptly
  

Performance Indicators

• 
  
• Zero safety incidents attributable to procurement activities
  
• SDS on file for 100% of hazardous materials procured
  
• Zero substitutions of safety-critical items without technical approval
  
• Hazards and non-compliant deliveries reported immediately
  

Area of Accountability: The Client's Values — Teamwork Always
Typical Behaviours at The Right Level

• 
  
• Works closely with Mining, Processing, Maintenance, Stores, Site HR, the Site Accountant and the Head Office procurement team
  
• Communicates order status, delivery timelines and supply risks proactively — no surprises for end users
  
• Manages expectations honestly when lead times are constrained
  
• Shares supplier and market intelligence openly to benefit the whole operation
  
• Supports colleagues during shutdowns, emergencies and high-volume periods
  

Performance Indicators

• 
  
• End users updated proactively — no chasing required
  
• Zero stockouts of critical items attributable to communication failure
  
• Positive feedback from site departments and Head Office procurement
  
• Cross-functional issues raised early and resolved constructively
  

Area of Accountability: The Client's Values — Professionalism Always
Typical Behaviours at The Right Level

• 
  
• Processes every procurement transaction accurately, completely and to audit standard
  
• Never solicits, accepts or facilitates gifts, payments or undisclosed benefits from any supplier — under any circumstances
  
• Declares any actual or potential conflict of interest in writing before it arises in a transaction
  
• Reports any supplier approach for preferential treatment to the Procurement Officer immediately
  
• Tells the line manager what they need to hear — supply risks, vendor failures and process gaps — not just what is comfortable
  

Performance Indicators

• 
  
• Zero undisclosed supplier relationships, gifts or benefits
  
• Conflict-of-interest declarations current
  
• Procurement records audit-ready at all times
  
• Supplier approaches reported same day
  

Area of Accountability: The Client's Values — Cost Consciousness Always
Typical Behaviours at The Right Level

• 
  
• Asks "how much and what will we get?" before committing any client funds
  
• Obtains competitive quotations in line with policy thresholds — no sole sourcing without written authorisation
  
• Evaluates total cost of ownership — price, quality, lead time, transport and after-sales support — not price alone
  
• Identifies opportunities for consolidation, framework agreements and reliable local sourcing
  
• Flags pricing anomalies, overcharging and quality discrepancies immediately
  

Performance Indicators

• 
  
• Competitive quotations documented for all applicable purchases
  
• Zero unauthorised sole-source purchases
  
• Documented savings and cost-avoidance reported to the Procurement Officer
  
• Pricing anomalies identified and challenged
  

Area of Accountability: Purchase Requisition & Purchase Order Processing - 30%
Typical Behaviours at The Right Level

• 
  
• Receives requisitions from site departments and checks they are properly authorised, coded and sufficiently specified
  
• Returns incomplete or unauthorised requisitions to the requester with a clear explanation
  
• Prepares draft purchase orders in the ERP with correct descriptions, quantities, prices, supplier and cost centre for the Procurement Officer's review and release
  
• Raises routine low-value orders from approved vendors or framework agreements within the threshold set by the Procurement Officer
  
• Maintains a current purchase order register with real-time status of every order
  

Performance Indicators

• 
  
• Approved requisitions converted to draft PO within 24 hours
  
• Zero POs prepared from unauthorised requisitions
  
• Purchase order register current at all times
  
• Draft PO error rate below agreed threshold
  

Area of Accountability: Quotation Collection & Supplier Administration - 20%
Typical Behaviours at The Right Level

• 
  
• Sources from the approved vendor list first and escalates to the Procurement Officer when an approved vendor cannot supply
  
• Requests and collects the required number of quotations per policy thresholds and records them completely
  
• Prepares quotation comparison sheets for the Procurement Officer's evaluation and decision
  
• Collects supplier onboarding documents (KRA PIN, tax compliance, registration, bank details) for vetting
  
• Never awards business, confirms an order or commits the client to any expenditure
  

Performance Indicators

• 
  
• Quotations documented for all applicable purchases
  
• Comparison sheets accurate and submitted on time
  
• Supplier onboarding files complete before first order
  
• Zero commitments made to suppliers outside the approved process
  

Area of Accountability: Order Expediting & Delivery Coordination - 20%
Typical Behaviours at The Right Level

• 
  
• Follows up open orders with suppliers and transporters to confirm dispatch and delivery dates
  
• Updates requisitioning departments proactively on order status and expected delivery
  
• Coordinates delivery schedules and site access with Stores and Security
  
• Escalates delays, supplier non-performance and quality issues to the Procurement Officer within 24 hours
  
• Supports the Procurement Officer during emergency procurement with fast, documented follow-up
  

Performance Indicators

• 
  
• Overdue orders followed up daily
  
• Delays escalated within 24 hours of identification
  
• End users updated proactively — no chasing required
  
• Zero unplanned site deliveries arriving without Stores notice
  

Area of Accountability: Goods Receipt Documentation & Invoice Matching Support - 15%
Typical Behaviours at The Right Level

• 
  
• Obtains Goods Received Notes (GRNs) from Stores and attaches them to the relevant purchase order file
  
• Follows up delivery discrepancies, returns and credit notes with suppliers until closed
  
• Supports the Site Accountant with three-way matching queries (PO, GRN, invoice)
  
• Ensures SDS and certificates of conformity are received for applicable items
  

Performance Indicators

• 
  
• GRNs on file for all delivered orders
  
• Delivery discrepancies resolved within 5 working days
  
• Invoice matching queries answered within 48 hours
  
• Compliance documents on file for all applicable items
  

Area of Accountability: Records, Reporting & Administration - 15%
Typical Behaviours at The Right Level

• 
  
• Maintains a complete, organised physical and digital file for every purchase — requisition, quotations, PO, GRN, invoice and correspondence
  
• Prepares weekly open-order and procurement status reports for the Procurement Officer
  
• Updates supplier contact and performance data as instructed
  
• Supports audits with complete documentation on request
  
• Carries out other reasonable procurement and logistics duties assigned by the Procurement Officer
  

Performance Indicators

• 
  
• Procurement files audit-ready at all times
  
• Weekly reports submitted on time and accurate
  
• Audit requests fulfilled within agreed timelines
  
• Assigned duties completed to the required standard
  

QUALIFICATIONS & EXPERIENCE

• 
  
• Diploma or Bachelor's degree in Procurement & Supply Chain Management, Purchasing, Business Administration or a related field — required
  
• CPSP-K (or CIPS Level 2–3) completed or in progress — advantageous
  
• Registered member of the Kenya Institute of Supplies Management (KISM), or willing to register within 6 months of appointment
  
• Minimum 2 years' hands-on procurement or purchasing experience in an operational environment
  
• Experience preparing purchase orders, collecting and comparing quotations, and maintaining procurement records
  
• Experience using an ERP or procurement system (Pronto, SAP, Oracle, Sage or equivalent)
  
• Competent Microsoft Excel skills for order tracking and reporting
  
• Experience in mining, construction, manufacturing or a remote-site environment strongly preferred
  
• Basic understanding of VAT, Withholding Tax and eTIMS invoice requirements
  
• Absolute personal integrity. A valid Certificate of Good Conduct is a condition of appointment
  
• Highly organised — able to track many open orders at once without losing detail
  
• Willing to reside at the West Pokot Mine Site on the approved roster
  

How to Apply
If you are up to the challenge and possess the necessary qualifications and experience, please send your CV, quoting only the job title in the email subject (Assistant Procurement Officer – West Pokot), to jobs@corporatestaffing.co.ke before 18th October 2026
NB: Only shortlisted candidates will be contacted. If you do not receive any communication from us within two weeks of your application, kindly consider your application unsuccessful. We appreciate your interest and thank you for applying