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

How to apply

Interested and qualified? Go to M.P. Shah Hospital on mpshahhosp.org to apply

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