Procurement Assistant job at Watoto Childcare Ministries

Background information about the job or company (e.g., role context, company overview)

Watoto Church and Childcare Ministries have experienced exponential growth in the past couple of years, composed of multiple Celebration Centers (Campuses) and diverse Community care initiatives that include Childcare, Community and Neighborhood, Education and FM Radio, amongst others. In all of this, Watoto remains a local church, committed to celebrating Christ and caring for community.

Job Purpose.

The Procurement Assistant will provide administrative and operational support in strategic sourcing, contract management, and procurement standards to ensure efficient procurement processes, compliance with procurement procedures, proper record management, and timely coordination of procurement activities.

Responsibilities or duties

• Receive, record, and track procurement requisitions and related documentation
• Prepare procurement correspondence and dispatch documents to suppliers and stakeholders.
• Assist in preparing solicitation documents, purchase orders, and Contracts Committee submissions.
• Maintain accurate and up-to-date procurement records, ensuring proper filing and timely retrieval of documents as required.
• Support implementation of procurement policies, procedures, and standard operating guidelines
• Review procurement documentation for completeness and accuracy before submission.
• Support procurement audits and document verification exercises, ensuring that all required records are accurate, complete, and readily available.
• Assist in conducting market research and supplier data collection.
• Support supplier sourcing, prequalification, and evaluation activities in accordance with established procurement procedures and standards.
• Maintain accurate and up-to-date supplier databases and procurement reference information.
• Maintain and update the contracts register and contract files
• Monitor submission of contract performance reports and supporting documentation.
• Support implementation of recommendations arising from audits and procurement reviews.

Qualifications or requirements (e.g., education, skills)

• The applicant for the role should hold at least a minimum of a degree or Diploma in Procurement and Supply Chain Management
• Possess computer proficiency.
• Excellent communication skills and the ability to work collaboratively in a team environment.
• Ability to write and present analytical and informative reports.
• Knowledge of procurement regulations and compliance standards.
• Has Excellent analytical and problem-solving skills.
• Has Proficiency in Microsoft Office applications and procurement systems.

Experience needed

A minimum of 2 years' working experience in procurement administration, contract management support, and records management

• Receive, record, and track procurement requisitions and related documentation
• Prepare procurement correspondence and dispatch documents to suppliers and stakeholders.
• Assist in preparing solicitation documents, purchase orders, and Contracts Committee submissions.
• Maintain accurate and up-to-date procurement records, ensuring proper filing and timely retrieval of documents as required.
• Support implementation of procurement policies, procedures, and standard operating guidelines
• Review procurement documentation for completeness and accuracy before submission.
• Support procurement audits and document verification exercises, ensuring that all required records are accurate, complete, and readily available.
• Assist in conducting market research and supplier data collection.
• Support supplier sourcing, prequalification, and evaluation activities in accordance with established procurement procedures and standards.
• Maintain accurate and up-to-date supplier databases and procurement reference information.
• Maintain and update the contracts register and contract files
• Monitor submission of contract performance reports and supporting documentation.
• Support implementation of recommendations arising from audits and procurement reviews.

• Possess computer proficiency.
• Excellent communication skills and the ability to work collaboratively in a team environment.
• Ability to write and present analytical and informative reports.
• Knowledge of procurement regulations and compliance standards.
• Has Excellent analytical and problem-solving skills.
• Has Proficiency in Microsoft Office applications and procurement systems.

• The applicant for the role should hold at least a minimum of a degree or Diploma in Procurement and Supply Chain Management