Job Summary

The Procurement Assistant will play a key role in Tender & ToR preparation, sourcing of relevant suppliers & supplier management. The role will play a key part in the effectiveness of the organization’s operations.

  • Minimum Qualification: Bachelor
  • Experience Level: Mid level
  • Experience Length: 2 years

Job Description

Reporting To: Procurement Manager



• Obtain quotes for standard stock and direct purchase

• Prepare comprehensive price adjudications for standard stock and direct purchase items.

• Prepare and issue orders/amendments for standard stock items and direct purchase items as required.

• Send purchase orders to suppliers and obtain receipt

• Expedite outstanding quotes.

• Ensure purchasing policy and procedures are adhered to.

• Ensure purchase orders and quotes are processed within the stipulated time frame.

• Clarifying purchasing requests with originators if necessary, to ensure requirements are adequately described and the correct specification are forwarded.

• Identification and implementation of business opportunities.

• Obtain savings through supplier

• Negotiations, warranties and credit facility

• Evaluate performance of all suppliers, vendors and goods delivery and make recommendations to improve processes for local purchasing process

• Review requisition for completeness and accuracy, follow up on discrepancies with the initiating department, identify available suppliers for each requisition item

• Review quality of purchased products

• Research potential Vendors

• Compare and evaluate offers from Suppliers

• Supervise all products and monitor for transport damage and return goods

• Evaluate performance of all carriers, vendors and goods delivery and make recommendations to improve processes for overseas buying process


• Expedite overdue orders to ensure timely delivery

• Obtain a delivery date to Freight Forwarder from the Supplier and recording of such on Mainpac system

• Expedite overdue orders with Suppliers and record revised delivery dates on Mainpac system

• Liaise with supplier, Freight Forwarder at country of origin as well as country of destination to ensure that all documentation required for customs issues are in order

• Obtain all documentation relevant to the container and keep on order file until container is received on site.

• Expedite container from Port of dispatch to Port of destination and record on Mainpac system

• Keep a record of all reasons for delay at Port of destination and take corrective action when required.

Relationship with Supplier and Customers

• Communicate with end users on purchase queries and provide advice where possible.

• Resolve queries from internal and external sources


• Ensure that all purchase orders and correspondence is filed correctly.

• Communicate item description, supply and specification changes to inventory department to ensure stock catalogue is correct and up to date

• Addresses problems when possible or reports to procurement In-charge and Supply Chain


• Update tacking report as and when required

• Update records in the purchasing system

• Maintain purchasing reports and prepare purchasing statistics for Month end reporting

• Attend trade shows and exhibitions to stay up-to-date with industry trends

• Prepare weekly & Monthly reports on purchases, including cost analysis

• Maintain updated records of purchased products, delivery information and invoices

• Coordinate with the clearing Agent for the purchase of Overseas goods

• Review of the Invoices submitted by the clearing Agent

• Manage all documentation for overseas purchases

• Preparation of Tender evaluation

• Provide analysis on detail cost comparison

• Prepare weekly and Monthly Purchase report and submit to Procurement Incharge

• Maintain the Health and Safety Policy as applicable to your area of responsibilities

• Carries out any reasonable task or duty of similar nature as instructed by the Procurement manager

Education and Qualifications:

• Diploma in Procurement or Bachelor’s degree in Supply Chain Management, or Logistics

• To be a member of the PSPTB will be added advantage


• 2 years’ experience in Procurement


• Deep understanding and professional experience with Purchasing Contracts

• Strong verbal and written communication skills

• Experience with an ERP/SAP is a plus

• Advanced skills with Microsoft Excel

• Excellent negotiation, customer service and consulting skills

Application Procedures:

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