Job Purpose
To support the procurement function by ensuring timely, transparent, and cost-effective acquisition of goods and services in compliance with MESPT policies, donor requirements, and applicable regulations.
Procurement Operations:
Process day-to-day procurement requisitions in a timely and efficient manner.
Prepare, publish, and issue procurement notices, RFQs, RFPs, and bidding documents.
Manage the receipt, opening, and proper recording of bids and proposals in line with procurement procedures.
Coordinate and support the evaluation of bids and proposals, ensuring fairness and transparency.
Prepare bid analysis and evaluation reports for review and approval.
Generate Local Purchase Orders (LPOs) and support preparation of contracts.
Notify all bidders of procurement outcomes in a professional and timely manner.
Supplier & Vendor Management:
Maintain and regularly update the vendor register/database.
Liaise with vendors to ensure timely delivery of goods and services.
Monitor supplier performance and escalate issues to the Procurement Officer.
Compliance & Documentation:
Ensure all procurement activities comply with MESPT policies and donor regulations.
Maintain accurate and complete procurement records for audit and reference.
Assist in the preparation of procurement reports and audit documentation.
Inventory & Asset Support:
Track deliveries and verify received goods against purchase orders and specifications.
Coordinate with administration for proper recording and tagging of items.
Support periodic stock counts and inventory reconciliation processes.
Administrative Support:
Prepare procurement correspondence and maintain organized filing systems.
Support procurement committee processes, including scheduling and documentation of meetings.
Provide general administrative support to the procurement function
Key Performance Indicators (KPIs):
Timely processing of procurement requisitions and activities.
Accuracy and completeness of procurement documentation.
Compliance with procurement policies and donor requirements.
Efficiency and transparency in bidding and evaluation processes.
Supplier delivery timelines and quality adherence.
Minimal audit queries related to procurement.
Qualifications/Other Requirements
Degree or Diploma in Procurement, Purchasing, Logistics or Supply Chain Management or equivalent.
Professional membership (CIPS, KISM) is an added advantage
Knowledge, Experience & Skills
At least 2 years' relevant experience in procurement or supply chain, preferably in an NGO.
Knowledge of ERP systems (Navision preferred) or similar operational software.
Proficiency in Microsoft Office, especially Advanced Excel.
Strong understanding of procurement processes and compliance requirements.
Role Competencies
Strong organizational and multitasking skills
High attention to detail and accuracy
Good communication and coordination skills
Integrity and accountability
Ability to work under pressure and meet deadlines
Willingness to learn and grow