Purchasing Assistant

Job Purpose

• M.P Shah Hospital is looking to recruit a professional and evidence-driven person for a position of a Purchasing Assistant.
• Reporting to the Head of Procurement, the Purchasing Assistant will ensure provision of operational and administrative support to the Procurement department.

Duties & Responsibilities

• Receive and process approved purchase requisitions, obtain supplier quotations and prepare Local Purchase Orders (LPOs).
• Source suppliers, maintain supplier records and follow up on orders, deliveries and supplier related issues
• Monitor outstanding purchase orders and ensure timely delivery of goods and services to support hospital operations
• Coordinate receipt and verification of delivered items against approved orders, specifications and quantities.
• Maintain accurate procurement records, including quotations, LPOs, delivery notes, GRNs and invoices.
• Support stock monitoring, stocktaking and replenishment processes to minimise stock-outs and wastage.
• Ensure purchases are within approved budgets, obtain competitive quotations and promote value for money.
• Liaise with user departments to understand procurement needs and ensure timely fulfilment of their requirements.
• Prepare procurement updates and reports on purchase orders, supplier performance, pending deliveries and procurement activities.

Minimum Requirements

Education

• Diploma in Purchasing and Supplies Management, Supply Chain Management, Procurement or a related field.
• Membership of the Kenya Institute of Supplies Management (KISM)
• At least two years' experience in procurement, purchasing or supply chain operations.
• Knowledge of procurement procedures, inventory management and supplier management.

Technical Competencies

• Procurement and purchasing procedures
• Knowledge of ERP or procurement management systems
• Supplier sourcing and quotation analysis
• Inventory and stock management
• LPO and GRN proficiency
• Procurement documentation and record management.

Key Performance Indicators

• Requisition processing and procurement turnaround time
• Supplier and order Management
• Completeness and accuracy of procurement records
• Cost Management as per policy
• Goods Receiving and Inventory Support
• Compliance and Internal Controls
• Internal customer satisfaction
• Timely submission of procurement reports