Procurement Assistant

The role holder will be responsible for the execution of procurement transactions related to non-trade goods and services as well as the management of the consumables inventory held within various general stores across the business.

Key Responsibilities

Executing on the Ordering Process:

• Responsible for all Requests for Quotations/Proposals (RFQs / RFPs) received from the entire business contain all relevant information to proceed to the next step in the process.
• Responsible for sending out all RFQs/RFPs to the pre-qualified suppliers per class of supplies and aggregating the quotations received on a timely basis for review.
• Responsible for raising all orders - Local and Overseas Purchase orders (LPOs/OPOs) correctly matching the selected quotes and communicating declines to unaccepted quotations
• Responsible for closing over-age LPOs and cancelling incorrect LPOs and initiating correcting or supplementary LPOs.
• Responsible for scouting for suppliers of items including visiting their locations to assure continuity of supply.

General Stores Management

• Responsible for issuing consumables to all functions in the organization and managing stock holding levels and flagging re-order levels to avoid Out of Stock situations as well as initiating the procurement of consumable inventory
• Leading monthly Inventory counts for consumable stores and flagging variances as well as slow-moving/obsolete stocks for write-off.

Disposal Management

• Responsible for aggregating all obsolete fixed assets and consumables across all functions in the organization and executing on the disposals.
• Supplier Management
• Communicating with suppliers about unaccepted quotations, late or substandard deliveries or any communication deemed important for achieving Twiga Service Levels.
• Responsible for updating the supplier scorecard for performance against set out Key Performance Indicators, e.g. On-Time-In-Full (OTIF) to guide subsequent supplier selection.

Reporting

• On a monthly basis, responsible for reporting on consumable stores valuations and any variances arising.
• Responsible for reporting on all outstanding LPOs on an ageing basis to inform the accrual process
• Responsible for reconciling the Goods received pending invoicing ledger and reporting on an ageing basis

Other

• On a weekly/monthly basis, participating in the physical stock taking exercise for trading gods in conjunction with the wider accounting team.
• Participate in regular Fixed Asset verification and tagging exercise in the location(s) in conjunction with the wider accounting team.
• Playing a key role in the procurement committee activities

Minimum Qualifications And Requirements

• Relevant Degree or Diploma in Economics, Commerce or Procurement any other relevant field from a recognized institution of higher learning.
• Certificate or Diploma in procurement or materials management is an added advantage.
• At least three (3) years’ experience in a busy operational environment as a procurement or stores assistant.
• Good interpersonal, communication and presentation skills with a good focus on organization, and enhanced multitasking abilities