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Procurement Assistant

Job Overview

We are seeking a highly organized, proactive, and detail-oriented Procurement Assistant to support efficient sourcing, purchasing, supplier coordination, and stock replenishment activities.

The successful candidate will play an important role in ensuring that the organization has the goods, materials, and services it needs to maintain uninterrupted business operations. The position will involve managing purchase orders, communicating with suppliers, monitoring stock levels, supporting procurement processes, and ensuring that purchases are completed accurately and within the required timelines.

This role is ideal for someone who enjoys solving logistical challenges, working with different suppliers, managing multiple tasks, and meeting tight deadlines. The successful candidate should have strong negotiation and communication skills, excellent attention to detail, and a high level of integrity when handling procurement activities.

Candidates with previous procurement experience and knowledge of ERP systems will have an added advantage.

Key Duties and Responsibilities

1. Procurement and Sourcing

The Procurement Assistant will support the day-to-day procurement process to ensure that goods and services are sourced efficiently and cost-effectively.

Key responsibilities will include:

• Supporting the identification and sourcing of required goods and services.

• Obtaining quotations from approved and potential suppliers.

• Comparing supplier prices, quality, delivery timelines, and other relevant terms.

• Supporting the selection of suitable suppliers in accordance with procurement procedures.

• Preparing procurement documentation.

• Following up on purchase requisitions and approvals.

• Ensuring procurement requests are processed within the required timelines.

• Supporting the procurement team in securing competitive prices and favorable terms.

• Maintaining accurate records of procurement activities.

• Ensuring purchases are made in accordance with approved policies and procedures.

The successful candidate should understand the importance of balancing cost, quality, availability, and delivery timelines when sourcing goods and services.

2. Purchase Order Management

The Procurement Assistant will be responsible for supporting the preparation, processing, and monitoring of purchase orders.

This will include:

• Preparing purchase orders based on approved procurement requests.

• Checking purchase orders for accuracy before processing.

• Confirming quantities, specifications, prices, and delivery requirements.

• Sending approved purchase orders to suppliers.

• Following up with suppliers to confirm receipt of orders.

• Monitoring outstanding purchase orders.

• Tracking order status and expected delivery dates.

• Escalating delays or issues that may affect business operations.

• Ensuring purchase orders are properly filed and maintained.

• Supporting reconciliation of purchase orders with deliveries and supplier invoices.

Strong attention to detail will be essential to minimize purchasing errors and ensure that orders are processed correctly.

3. Supplier and Vendor Coordination

The successful candidate will help maintain effective relationships with suppliers and service providers.

Responsibilities will include:

• Communicating with suppliers regarding orders and deliveries.

• Following up on quotations and outstanding requests.

• Confirming product availability and delivery timelines.

• Negotiating where appropriate to obtain competitive prices and suitable terms.

• Addressing supplier queries and resolving routine procurement issues.

• Following up on delayed or incomplete deliveries.

• Maintaining updated supplier information.

• Supporting supplier performance monitoring.

• Escalating significant supplier concerns to the relevant supervisor.

• Maintaining professional and ethical relationships with vendors.

The Procurement Assistant should be able to communicate confidently with suppliers while maintaining professionalism and organizational standards.

4. Stock Replenishment and Inventory Support

The role will also support the organization in maintaining adequate stock levels and preventing unnecessary shortages.

Key responsibilities will include:

• Monitoring stock levels.

• Reviewing stock requirements and replenishment needs.

• Following up on items approaching minimum stock levels.

• Coordinating with relevant departments to identify upcoming requirements.

• Supporting timely ordering of essential supplies.

• Following up on deliveries to ensure stock is replenished as required.

• Identifying potential shortages and reporting them early.

• Supporting inventory records and documentation.

• Coordinating with stores or warehouse teams where applicable.

• Helping minimize stock-outs and disruptions to business operations.

The successful candidate should be proactive and able to anticipate procurement needs rather than waiting for shortages to affect operations.

5. Delivery and Order Tracking

The Procurement Assistant will monitor orders from the time they are placed until delivery is completed.

Responsibilities will include:

• Tracking supplier delivery schedules.

• Confirming expected delivery dates.

• Following up on delayed orders.

• Checking delivered items against purchase orders.

• Reporting shortages, damages, or incorrect deliveries.

• Coordinating with stores or relevant departments during receiving.

• Ensuring delivery documentation is properly maintained.

• Communicating delivery updates to internal stakeholders.

Effective order tracking will help ensure that business operations are not disrupted by procurement delays.

6. Procurement Records and Documentation

Accurate documentation is an important part of the role.

The Procurement Assistant will be expected to:

• Maintain organized procurement files.

• Keep records of quotations and supplier communications.

• Maintain purchase order records.

• File delivery documentation.

• Maintain supplier information and relevant records.

• Support preparation of procurement reports.

• Ensure procurement documentation is complete and easy to retrieve.

• Protect confidential procurement information.

• Ensure records comply with organizational procedures.

The candidate should be comfortable handling large amounts of information while maintaining accuracy and confidentiality.

7. ERP and Procurement Systems

Knowledge of Enterprise Resource Planning (ERP) systems will be an added advantage.

Where an ERP system is in use, the Procurement Assistant may be required to:

• Enter procurement requests and purchase orders into the system.

• Update order and supplier information.

• Monitor procurement transactions.

• Generate procurement-related reports.

• Track outstanding orders.

• Support inventory and purchasing records.

• Ensure system information matches physical documentation.

Candidates who have previously worked with ERP-based procurement systems will have an advantage.

8. Cost Control and Negotiation

The Procurement Assistant will contribute to cost-effective purchasing by supporting supplier negotiations and monitoring procurement costs.

This may involve:

• Comparing supplier quotations.

• Identifying competitive pricing opportunities.

• Supporting price negotiations.

• Reviewing supplier terms and conditions.

• Identifying opportunities for cost savings.

• Avoiding unnecessary or duplicate purchases.

• Monitoring procurement expenditure.

• Ensuring purchases provide value for money.

The successful candidate should have good commercial awareness and be confident when communicating with suppliers.

9. Problem-Solving and Operational Support

Procurement often involves unexpected challenges, including supplier delays, stock shortages, price changes, and delivery issues.

The Procurement Assistant should be able to:

• Identify procurement problems quickly.

• Investigate the cause of delays or discrepancies.

• Communicate issues to the appropriate teams.

• Identify practical solutions.

• Follow up until issues are resolved.

• Escalate complex matters when necessary.

• Maintain business continuity during procurement challenges.

The ability to remain calm and organized under pressure will be important for success in this position.

Qualifications and Experience

Candidates should have relevant training and practical experience in procurement, purchasing, supply chain management, business administration, or a related field.

The following will be an advantage:

• At least two (2) years of relevant work experience.

• Previous experience in procurement or purchasing.

• Experience managing purchase orders.

• Experience coordinating suppliers and deliveries.

• Knowledge of stock replenishment and inventory processes.

• Familiarity with ERP systems.

• Good understanding of procurement procedures and documentation.

Candidates with experience working in a busy commercial or operational environment are encouraged to apply.

Key Skills and Competencies

The ideal candidate should demonstrate:

1. Attention to Detail

Procurement requires accuracy when handling quantities, prices, specifications, purchase orders, invoices, and supplier information.

2. Negotiation Skills

The candidate should be comfortable communicating with suppliers and supporting negotiations aimed at achieving competitive prices and favorable purchasing terms.

3. Communication Skills

Strong written and verbal communication skills are essential for effective coordination with suppliers, colleagues, and other stakeholders.

4. Organization

The Procurement Assistant should be able to manage several procurement requests, purchase orders, suppliers, and deadlines simultaneously.

5. Problem-Solving

The candidate should be able to identify logistical challenges and take appropriate action to resolve them quickly.

6. Time Management

The ability to prioritize tasks and meet tight procurement deadlines will be important, particularly where delays could affect business operations.

7. Integrity and Professionalism

The successful candidate must demonstrate a high level of honesty, confidentiality, fairness, and ethical conduct when dealing with suppliers and procurement processes.

Ideal Candidate

The ideal Procurement Assistant will be an organized and proactive professional who understands the importance of efficient purchasing and supplier management.

They should be comfortable working in a fast-paced environment, managing multiple orders, monitoring stock requirements, communicating with suppliers, and resolving procurement-related challenges.

Candidates with at least two years of relevant experience and knowledge of ERP systems will have an added advantage.

Method of Application

Qualified and interested candidates should send their updated CV to jobs@tireworld.co.ke by 7th August 2026.

Email subject: Application for Procurement Assistant