Procurement Assistant

The Procurement Assistant provides administrative and operational support to the procurement function. The role ensures timely processing of procurement requests, accurate documentation, supplier coordination, and compliance with company policies and Uganda's procurement regulations. It contributes to maintaining efficient, ethical, and transparent procurement operations that result into value for money outcomes.

Skills & Qualifications :

• Bachelor's degree in Procurement, Supply Chain Management, Business Administration, or related field.

• Minimum of 3 year of experience in procurement or supply chain roles (internships included).

• Knowledge of procurement policies, processes, and regulatory compliance requirements.

• Familiarity with ERP systems is an added advantage.

• Strong organizational skills and exceptional attention to detail.

• Good communication, negotiation, and supplier-management skills.

• Analytical and data interpretation skills.

Procurement Support

• Assist in sourcing by requesting RFQs and preparing bid documents.

• Maintain accurate records, update the procurement tracker, and support supplier documentation processes.

• Track and update procurement schedules to ensure timely delivery of goods and services.

• Support the evaluation of quotations and prepare comparative bid analyses.

• Assist in drafting purchase orders (POs) and follow up on approvals.

Supplier Coordination

• Communicate with suppliers regarding inquiries, quotations, delivery timelines, and order confirmations.

• Maintain and routinely update the pre-qualified supplier database and vendor records.

• Follow up with suppliers on pending deliveries, documentation, or clarifications.

Documentation & Compliance

• Ensure all procurement documentation is complete, accurate, and properly filed in accordance with policy and regulatory requirements.

• Support compliance with Uganda's procurement laws, internal controls, and company SOPs.

• Assist the Procurement Officer in preparations for internal and external audits.

Inventory & Reporting

• Assist in monitoring stock levels and updating inventory records.

• Support periodic stock reconciliation and follow-ups with stores/warehouse teams.

• Prepare weekly and monthly procurement reports for the Procurement Officer.

Systems Support

• Enter procurement related data into ERP systems (e.g., SAP S/4HANA, Esker) accurately and in a timely manner.

• Assist internal teams with system related procurement queries or updates.

• Support digital filing and electronic procurement workflows.