Procurement Assistant
| Location | Kampala, Uganda |
| Date Posted | September 16, 2025 |
| Category | Management Procurement |
| Job Type | Full-time |
| Currency | UGX |
Description
Job Summary
To provide operational and administrative support in the procurement function by processing requisitions, preparing purchase documentation, following up with suppliers, and maintaining accurate records. The role ensures procurement activities are carried out in a timely, transparent, and compliant manner to support smooth operations at both the Kam
- Minimum Qualification : Diploma
- Experience Level : Internship & Graduate
- Experience Length : 1 year
- Working Hours : Full Time
Job Description/Requirements
JOB ROLES & EXPECTATIONS:
Key Result Areas
Specific Tasks / Responsibilities
Procurement Process Support
Supplier Coordination
-Liaise with suppliers for timely deliveries.
-Track order status and report delays to the Procurement Officer.
-Assist in maintaining a supplier contact list and performance records
Documentation & Records
-Maintain an up-to-date procurement filing system (manual and digital).
-File contracts, LPOs, invoices, and delivery notes systematically.
-Support audit and compliance checks through accurate records.
Reporting & Communication
-Prepare weekly procurement status updates.
-Support the preparation of monthly procurement reports.
-Communicate with requesting departments on order progress.
Compliance & Policy Adherence
-Ensure all procurement activities follow approved policies and procedures.
-Support implementation of ethical and transparent procurement practices.
-Report any non-compliance or irregularities to the Procurement Officer
-Receive and review purchase requisitions from departments.
-Prepare and issue purchase orders as approved by the Procurement Officer/Finance Manager.
-Ensure procurement files are complete, well-documented, and compliant with company policies.
KEY WORKING RELATIONSHIPS:
Internal Members
Purpose
Procurement Officer
For daily supervision, guidance, and delegation of tasks.
Finance Team
For invoice reconciliation and payment processing
Other Departments
For requisition processing and updates
Stores Officer
For stock levels, delivery reconciliations, and inventory updates.
External Members
Purpose
Suppliers / Vendors
To request quotations, follow up on deliveries, and handle order-related communication.
COMPETENCIES:
- Technical Competencies:
- Knowledge:
- Basic procurement principles and processes.
- Awareness of procurement compliance and ethical standards
- Familiarity with common office and procurement documentation (POs, RFQs, invoices).
Behavioural Competencies:
- Integrity and transparency in handling procurement tasks.
- Team player with a collaborative approach.
- Reliable, proactive, and supportive attitude.
- Ability to manage time and prioritise tasks effectively.
MINIMUM QUALIFICATIONS / REQUIREMENTS:
- Education: Diploma or Bachelor’s degree in Procurement & Supply Chain Management, Business Administration, or a related field.
- Experience: 1 year of experience in procurement, purchasing, or administrative support (preferably in manufacturing or agribusiness)
- Other Qualifications
- Must be willing to travel between Kampala and Nakasongola.
- Possession of a valid driving permit is an added advantage