Procurement Assistant job at Bixal | Apply Now

Prepare Procurement reports, purchase orders, follow up on approvals and LPO entries BIXAL accounting system in accordance with the Bixal Procurement Policy.

Co-ordinate Procurement Committee (PROCOM) Meetings by ensuring timely, accurate, and complete document proceedings of PROCOM, ensuring PROCOM minutes and related documentation e.g., Bids opening, Analysis, Conflict of interest declaration are completed in accordance with the BIXAL Policies and procedures and promptly update users on the status of their procurement transactions through sharing the weekly status report.

Ensure timely vendor follow-up for submission of RFQs/RFPs and share timely reports on vendor responsiveness to calls from procurement for management decision-making on the effectiveness of the supplier database.

Ensure timely, complete, and accurate filing of procurement documents (contracts, invoices, and other related documents) in both hard and soft copy files and ensure return of samples to the vendors after completion of the procurement process.

Maintain an accurate tracker of the status of Long term Agreements (LTAs), contracts, open Purchase orders and outstanding invoices & Payments to close any gaps in the provision of supplies and services.

Receive, record, and copy suppliers’ invoices for onward submission/ upload of complete accurate and timely procurement documentation for preparation of payments in line with Bixal’s procurement policies and procedures.

Receive and verify requisitions for completeness and accuracy; advise users and requesters in a timely manner to facilitate timely start of procurement process.

Support the implementation of all the Internal process improvements recommendations in a timely accurate and complete manner.

Carry out administrative roles in areas of providing logistics for the procurement unit in form of provision of materials for example stationery, furniture and any other duties assigned by the Procurement Manager to ensure timely availability of procured services and commodities/items to user departments.

Ensure timely feedback is shared with suppliers on all quotations submitted.