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Procurement Support

• Assist in sourcing by requesting RFQs and preparing bid documents.
• Maintain accurate records, update the procurement tracker, and support supplier documentation processes.
• Track and update procurement schedules to ensure timely delivery of goods and services.
• Support the evaluation of quotations and prepare comparative bid analyses.
• Assist in drafting purchase orders (POs) and follow up on approvals.
• Assist in coordinating the transfer of purchases designated for offsite locations by liaising with the Transport Department to arrange timely and efficient transportation.
• Procure, store, manage, and distribute stationery to all departments, ensuring adequate stock levels and timely availability.
• Assist in receiving goods and coordinating deliveries to user departments, ensuring delivery notes are signed off to confirm receipt.

Supplier Coordination

• Communicate with suppliers regarding inquiries, quotations, delivery timelines, and order confirmations.
• Maintain and routinely update the pre-qualified supplier database and vendor records.
• Follow up with suppliers on pending deliveries, documentation, or clarifications.

Documentation & Compliance

• Ensure all procurement documentation is complete, accurate, and properly filed in accordance with policy and regulatory requirements.
• Support compliance with Uganda’s procurement laws, internal controls, and company SOPs.
• Assist the Procurement Officer in preparations for internal and external audits.
• Verify that procurement actions are supported by proper approvals and justifications.

Inventory & Reporting

• Assist in monitoring stock levels and updating inventory records.
• Support periodic stock reconciliation and follow-ups with stores/warehouse teams.
• Prepare weekly and monthly procurement reports for the Procurement Officer.
• Assist in documenting supplier performance feedback for continuous improvement.

Systems Support

• Enter procurement related data into ERP systems (eg, SAP S/4HANA, Esker) accurately and in a timely manner.
• Assist internal teams with system related procurement queries or updates.
• Support digital filing and electronic procurement workflows.