Procurement Assistant.1011054

Job Description

Job Purpose<br>Procurement Assistant is responsible for assisting with department initiatives and services, assist with<br>Inventory / Logistics, Tracking Stock supplies – movements, Purchases, in alignment with established<br>guidelines, policies and procedures to maintain filing and record system for all department<br>documentation.<br> Key Responsibilities<br>•Support all the activities procurement and logistics activities with the established procurement and<br>logistics policies and procedures, and promote high standards of business ethics and integrity;<br>• Assist with different department related activities;<br>• Communicate with vendors/suppliers, in terms of purchase request, request of quotations, requests<br>for proposals, tenders, variations…etc., in coordination with relevant stakeholders<br>• Assist in coordinating procurement activities with suppliers for the sourcing of materials, and<br>preparation of procurement documents, in line with established policies and procedures;<br>• Provide timely and accurate responses to external bidders/contractors in an ethical manner while<br>complying with KU procurement policies and procedures.<br>• Assist in coordinating the technical evaluation process, and participate in the commercial evaluation<br>on the technically acceptable bids, and prepare award recommendations.<br>• Assit in prepararing management approval documentation as per KU procurement policies and<br>procedures.<br>• Assit in establishing and maintaining good relationships with vendors and suppliers to get the best<br>procurements for price for KU.<br>• Build and maintain a good working relationship with internal customers/end users and ensure that<br>their requirements are efficiently and effectively catered to in accordance with the established<br>procurement policies and procedures.<br>• Follow up with vendors and track overdue purchase orders.<br>• Ensure all laid down policies relating to stores as given in the accounting manual and internal<br>instructions are complied with;<br>• Initiate, compile and forward all purchase requisitions within the specific target dates or as required;<br>• Ensure day to day update of all transactions recorded;<br>• Assist in any other related duties as and when required;<br>• Assist other department staff as required with procurement duties;<br>• Comply with and maintain knowledge of applicable rules, legislation, regulations, Procurement<br>activities, payment terms and best practices<br>• Adhere to the University’s information security and confidentiality policies and procedures, and<br>report breaches or other security risks accordingly<br>• Coordinate with other departments to facilitate the accomplishment of tasks and responsibilities, as<br>and when needed<br>• Perform any other tasks assigned by the Line Manager.