Assistant Procurement Officer job at Lira University | Apply Now

Assisting in Procurement Processes: Support the procurement officer in purchasing goods and services for the organization. This includes gathering requirements from different departments, preparing purchase orders, and ensuring timely procurement.

Supplier Management: Assist in identifying and evaluating potential suppliers. Help maintain a database of approved suppliers and monitor supplier performance in terms of quality, delivery, and pricing.

Preparing Documentation: Prepare and maintain accurate records of purchases, contracts, and agreements. Ensure all documentation complies with the organization’s policies and regulatory requirements.

Requesting Quotes and Proposals: Request quotations, proposals, or bids from suppliers and analyze them to determine the best options based on price, quality, and delivery times.

Inventory Management: Assist in monitoring inventory levels to ensure that there is a sufficient supply of materials and products. Coordinate with the warehouse or stockroom staff to track inventory usage and reorder when necessary.

Coordinating with Departments: Work closely with various departments to understand their procurement needs and ensure that goods and services are delivered as required. Communicate any issues or delays in procurement processes.

Compliance and Policy Adherence: Ensure all procurement activities comply with the organization’s policies, ethical standards, and regulatory requirements. Assist in conducting internal audits to ensure adherence to procurement procedures.

Supporting Negotiations: Assist in negotiating contracts and agreements with suppliers to secure favorable terms and conditions. This may include negotiating pricing, delivery schedules, and payment terms.

Handling Invoices and Payments: Review invoices for accuracy and coordinate with the finance department to ensure timely payment to suppliers. Resolve any discrepancies between invoices, purchase orders, and received goods.

Market Research: Conduct market research to stay informed about industry trends, new suppliers, and potential cost-saving opportunities. Provide reports and insights to the procurement team.

Updating Procurement Databases: Maintain and update procurement databases and software systems to ensure accurate and up-to-date information on suppliers, contracts, and purchase orders.

Assisting with Supplier Audits: Support in conducting supplier audits to assess their capabilities, quality control processes, and compliance with organizational standards.