Procurement Assistant – Nairobi

We are seeking a detail-oriented and highly organized Procurement Assistant with a background in accounting to join our team. The ideal candidate will have at least one year of experience in procurement or a related field, with a preference for candidates who have worked in the health, beauty, or pharmaceutical industries. A CPA certification will be an added advantage.

The Procurement Assistant will support the procurement team in sourcing, purchasing, and managing supplies while ensuring cost-effectiveness and compliance with company policies.

Key Responsibilities

1. Procurement Operations:

• Assist in the procurement of goods and services in line with company policies and procedures.
• Source and evaluate suppliers based on quality, price, and delivery time.
• Prepare purchase orders, process invoices, and ensure timely delivery of goods.

1. Vendor Management:

• Maintain and update supplier databases, including contracts, pricing, and performance records.
• Build and maintain strong relationships with suppliers and vendors.
• Negotiate terms and conditions with suppliers to secure favorable agreements.

1. Inventory Management:

• Monitor inventory levels and initiate procurement requests to avoid stockouts.
• Conduct regular stock audits and reconcile discrepancies.
• Ensure proper documentation and record-keeping of all procurement activities.

1. Accounting Support:

• Assist in reconciling procurement-related financial records.
• Verify invoices and ensure accurate coding for accounting purposes.
• Collaborate with the finance team to process payments to suppliers.

1. Compliance and Reporting:

• Ensure compliance with procurement policies, regulations, and ethical standards.
• Prepare and submit regular procurement reports, including cost analysis and supplier performance.
• Assist in preparing budgets and forecasts related to procurement activities.

1. General Administration:

• Maintain organized and up-to-date procurement files and documentation.
• Provide administrative support to the procurement team as needed.

Qualifications and Skills

• Diploma or degree in Procurement, Supply Chain Management, Accounting, or a related field.
• At least 1 year of experience in procurement, purchasing, or a related role.
• Background in accounting with knowledge of financial principles and practices.
• Experience in the health, beauty, or pharmaceutical industries is an added advantage.
• CPA certification or progress toward CPA will be an added advantage.
• Proficiency in MS Office (Excel, Word, Outlook) and procurement software.
• Strong analytical, negotiation, and problem-solving skills.
• Excellent organizational and time management abilities.
• High level of integrity and attention to detail.