Procurement Assistant at Gap Recruitment Services Limited

  • Full Time
  • Nairobi

Gap Recruitment Services Limited

Job Purpose:

Our client, a leader in the automotive batteries, solar energy, energy storage, and water heating solutions industries, is seeking to hire a vibrant procurement assistant who will be tasked with procuring quality goods and services for the organization at competitive prices and fast track purchasing cycle as per the company policy within the agreed timelines.

The ideal candidate should have expertise in both local and overseas procurement.

Key Responsibilities:

  • Review purchase requests and source for quotations based on approved specs, negotiate and share price comparison for decision making.
  • Pre-qualify all in-market/local suppliers in-line with the organizations prequalification criteria and maintain updated records.
  • Receive proforma invoices for imported goods, process purchase orders and apply for IDFs and marine covers.
  • Track the supply status of on ongoing orders and regularly update the commercial teams on expected delivery dates.
  • Maintain correspondence with the foreign suppliers and forwarding/clearing agents to fast-track receipt of original documents and clearance of imported goods within the port and shipping line free days.
  • Track and manage timely handover of port clearance documents & invoices to the finance team for costing and payments.
  • Track and report monthly on procurement savings.
  • Track and report quarterly of purchase price movements on in-market/local purchases.
  • Champion departmental kaizen processes.

Key Results:

  • Timely conversion of purchase requisitions to fully approved Point of Sale within 4 working days.
  • Weekly supply status report on all open purchase orders.
  • Monthly Lead time tracking report.
  • Timely submission of original importation invoices to finance for costing-within 24hours from goods receipt.
  • Monthly Procurement savings report.

Qualifications and Skills:

  • Bachelors degree, in Purchasing and Supply management, Logistics or Business Administration or related field.
  • 3 years of relevant professional experience.
  • Knowledge of an ERP system will be an added advantage.
  • Ability to work with diverse teams as a team player.
  • Outgoing personality and demonstrated passion for customers.


  • Strong understanding of the supply chain process.
  • Problem-solving and analytical skills
  • Technical knowledge and understanding of integrated software systems.
  • Strong communication skills to interact with vendors, government agencies and other supply chain team members
  • Attention to detail and ability to focus on numbers for long periods.
  • Sound judgment using available data.

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