Procurement Assistant

Job Title: Procurement Assistant

Department: Procurement & Logistics

Reports To: Procurement Manager

Location: Nairobi, Kenya

Employment Type: Full-Time

Key Responsibilities:

• Assist in sourcing and evaluating suppliers, products, and services that meet company requirements.
• Prepare and process purchase orders, request for quotations (RFQs), and other procurement documentation.
• Participate in the preparation, documentation, and submission of tenders, including reviewing requirements, collecting necessary documents, and ensuring compliance with specifications.
• Maintain a tender calendar and ensure timely submission of bids.
• Follow up on orders to ensure timely delivery and resolve any supply issues or delays.
• Support contract negotiation processes and maintain supplier records and agreements.
• Monitor inventory levels and coordinate with relevant departments to ensure sufficient stock of critical items such as uniforms, communication equipment, and security tools.
• Maintain accurate procurement records, reports, and documentation for audit and accountability purposes.
• Liaise with internal departments (operations, logistics, finance) to determine current and future material needs.
• Ensure all procurement and tender activities comply with company policies, industry standards, and regulatory requirements.
• Provide administrative support to the procurement team as needed.

Qualifications & Experience:

• Diploma or Bachelor's degree in Procurement, Supply Chain Management, Business Administration, or a related field.
• At least 1–2 years of relevant experience, preferably in the security or service industry.
• Proven experience in preparing and submitting tenders, including knowledge of public and private sector tendering processes.
• Familiarity with procurement procedures, vendor management, and inventory control.
• Knowledge of security equipment and supplies is an added advantage.
• Proficiency in MS Office (especially Excel and Word) and procurement or ERP systems.

Key Skills & Competencies:

• Strong organizational and administrative skills.
• Excellent communication, writing, and negotiation abilities.
• Detail-oriented with a high level of accuracy and compliance.
• Ability to work under pressure and meet tight deadlines.
• High integrity, professionalism, and a strong sense of confidentiality.
• Team player with a proactive and results-oriented mindset.

Application Deadline: 20th June 2025