Procurement Assistant

The requirements

• Bachelor’s degree in Procurement, Supply Chain Management, Business Administration or a related field from a recognized institution.
  
• Professional Certification (e.g. KISM, CIPS, CSCP) is required
  
• Minimum of 3 years of progressive experience in a similar procurement or supply chain role.
  
• Experience working within a school or educational environment is an added advantage.
  
• Demonstrated experience in vendor management, contract negotiation, and compliance monitoring.
  
• Excellent negotiation and communication skills, with the ability to engage effectively with diverse stakeholders.
  
• High level of integrity, accountability, and attention to detail.
  
• Strong analytical and problem-solving skills, with the ability to manage competing priorities.
  
• Team player with a service-oriented mindset and strong interpersonal skills.
  

• Liaise with department heads, teachers, and administration to understand and consolidate procurement needs.
  
• Consolidate procurement requests from Mombasa schools and liaise with the Procurement and Logistics Manager to facilitate purchases in line with the approved authorisation matrix.
  
• Support end to end procurement activities, from requisition to delivery, ensuring alignment with user requirements and timely delivery of good & services.
  
• Source quotations and evaluate suppliers based on quality, price, delivery and service levels.
  
• Prepare requests for quotations (RFQs), requests for proposals (RFPs) and purchase orders in the Financial Information Systems (FIS) in accordance with approved policies.
  
• Rolling out procurement plans and ensuring strict adherence.
  
• Generating purchase reports as required.
  
• Carrying out market surveys.
  
• Ensure all procurement activities comply with AKESK policies, procedures, and regulatory requirements.
  
• Promote transparent, ethical and auditable procurement practices always.
  
• Maintain complete accurate procurement records, including purchase orders, contracts and supplier information, for audit and reporting purposes.
  
• Ensure contracts, agreements, and purchase orders are properly authorised before any commitment is made.
  
• Assist in managing contract variations, claims, and closeouts in collaboration with relevant teams.
  
• Monitor supplier performance and ensure adherence to quality, safety and delivery standards.
  
• Coordinate the return or replacement of defective items as needed.
  
• Negotiate with vendors to obtain optimal terms for price, delivery, and payment, ensuring value for money.