Procurement Assistant Job at Marie Stopes Uganda (MSU)

Job Title: Procurement Assistant

Job Summary

Key Responsibilities

• Review purchase requisition forms (PRFs) to ensure completeness, accuracy, and compliance with procurement requirements.
• Process approved purchase requisitions into purchase orders using procurement systems such as Tradogram.
• Follow up with suppliers to ensure timely delivery of goods and services.
• Prepare, review, and maintain procurement documentation including quotations, purchase orders, contracts, delivery notes, and invoices.
• Ensure procurement records are properly maintained and easily accessible.

• Maintain and update approved supplier databases and vendor records.
• Communicate with suppliers regarding pricing, availability, delivery schedules, and service requirements.
• Support supplier evaluation and performance monitoring processes.
• Coordinate product sample approvals and specifications with requesting departments.
• Build and maintain professional relationships with suppliers and internal stakeholders.

• Ensure all procurement activities comply with Marie Stopes Uganda procurement policies, procedures, and ethical standards.
• Verify supplier invoices, delivery documents, job cards, and supporting documentation before submission for payment processing.
• Ensure goods and services meet required quality, quantity, and specification standards.
• Support procurement audits by maintaining accurate records and documentation.

• Prepare procurement submissions and recommendations for review by procurement committees.
• Track purchase orders, supplier deliveries, and procurement timelines.
• Prepare monthly procurement reports highlighting:
  • Purchase requisitions received
  • Purchase orders processed
  • Supplier performance
  • Cost savings achieved
  • Procurement timelines
• Maintain procurement trackers and provide regular updates to the Procurement Manager.

• Support competitive sourcing activities to achieve cost savings.
• Assist in supplier negotiations to obtain favourable pricing and terms.
• Ensure purchases provide value for money while meeting organizational requirements.
• Monitor procurement costs against approved budgets.

• Provide timely responses to procurement-related inquiries from departments and suppliers.
• Work closely with Finance, Administration, Logistics, and programme teams.
• Support internal departments with procurement guidance and documentation requirements.
• Escalate complex procurement challenges to the Procurement Manager.

Required Qualifications and Experience

• Bachelor’s Degree in Procurement and Supply Chain Management, Logistics Management, Business Administration, Commerce, or a related field from a recognized institution.
• Professional qualifications in procurement or supply chain management will be an added advantage.

• Minimum of 2 years’ experience working in procurement, purchasing, or supply chain roles within a busy organization.
• Experience supporting procurement processes, supplier management, and purchase order administration.
• Experience working with procurement systems or ERP platforms is an added advantage.

Required Skills and Competencies

• Knowledge of procurement procedures and supply chain processes.
• Understanding of supplier sourcing, evaluation, and contract management.
• Ability to conduct price comparisons and achieve value for money.
• Knowledge of procurement compliance standards.

• Strong computer skills with proficiency in:
  • Microsoft Excel
  • Microsoft Word
  • Outlook
  • Procurement management systems
• Ability to prepare accurate procurement reports and documentation.

• High attention to detail and accuracy.
• Strong organizational and time management skills.
• Ability to work under pressure and meet deadlines.
• Excellent communication and interpersonal skills.
• Ability to work independently with minimal supervision.
• Strong ethical standards, confidentiality, and integrity.

Key Performance Areas

• Timely processing of purchase requisitions and purchase orders.
• Compliance with procurement policies and procedures.
• Accuracy of procurement documentation.
• Supplier performance management.
• Cost savings and value-for-money achievements.
• Quality and timeliness of procurement reports.
• Internal stakeholder satisfaction.

Career Growth Opportunities

• Procurement Officer roles
• Supply Chain Management
• Contract Management
• Logistics and Operations Management
• International NGO Procurement Careers

How to Apply

• Updated CV
• Cover letter
• Academic documents combined into one PDF document