Purchasing Assistant

M.P. Shah Hospital is seeking a professional and evidence-driven Purchasing Assistant to join its team. This role involves providing essential operational and administrative support to the Procurement department, ensuring smooth and efficient purchasing processes within the hospital.

1. Process purchase requisitions, obtain supplier quotations, and prepare Local Purchase Orders (LPOs).
2. Source and manage suppliers, maintain supplier records, and follow up on orders, deliveries, and related issues.
3. Monitor outstanding purchase orders to ensure timely delivery of goods and services supporting hospital operations.
4. Coordinate the receipt and verification of delivered items against approved orders, specifications, and quantities.
5. Maintain accurate procurement records, including quotations, LPOs, delivery notes, Goods Received Notes (GRNs), and invoices.
6. Support stock monitoring, stocktaking, and replenishment processes to minimize stock-outs and wastage.
7. Ensure purchases adhere to approved budgets, secure competitive quotations, and promote value for money.
8. Liaise with user departments to understand their procurement needs and ensure timely fulfillment of requirements.
9. Prepare procurement updates and reports on purchase orders, supplier performance, pending deliveries, and overall procurement activities.

1. Hold a Diploma in Purchasing and Supplies Management, Supply Chain Management, Procurement, or a related field.
2. Be a member of the Kenya Institute of Supplies Management (KISM).
3. Possess at least two years of experience in procurement, purchasing, or supply chain operations.
4. Demonstrate knowledge of procurement procedures, inventory management, and supplier management.
5. Proficiency in procurement and purchasing procedures.
6. Familiarity with ERP or procurement management systems.
7. Skills in supplier sourcing and quotation analysis.
8. Competence in inventory and stock management.
9. Proficiency in LPO and GRN processes.
10. Ability to manage procurement documentation and records.