Key Responsibilities: 

Reporting to the Manager: Planning and Performance, the incumbent will: 

• Attend to enquiries from Business Units requesting to procure goods and services. 
• Assist Supply Chain Management staff with general office duties upon request. 
• Coordinate and schedule meeting appointments as requested. 
• Take minutes during departmental meetings. 
• Assist with distribution / preparation of documents / correspondence. 
• Purchasing and maintenance of stationary stock level. 
• Capture and update inventory list on pastel. Produce the monthly usage report for Finance manager. 
• Travel and accommodations bookings for procurement department. 
• Correspond with vendors regarding their database registration and any other procurement enquiries. 
• Create Purchase Requisitions for Supply Chain Department. 
• Request for quotations. Issue of purchase Orders and get Procurement manager to approve. 
• Closing of tenders. Issue tender numbers sequentially. 
• Record the tender status on the departmental board. 
• Record contract and alert contract manager about the expiry date. 
• Maintain contracts documentation, track and follow documentation through the contracting processes to ensure completion. 
• Verify delivered goods according to Purchase Order. Contact vendors for any variations on goods delivered. 
• Keep records and database updated on a regular basis and ensure system compliance and procurement policy is adhered to.  

Qualification and Experience: 

• Diploma in Administrative Management. 
• Must have at least 2 – 3 years administrative experience preferably in finance department. 
• Knowledge of procurement processes and database management. 
• Computer literacy, Microsoft office suite – Intermediate.