Summary of the role

Reporting to the Accounts Manager, the Procurement Assistant provides administrative and operational support to the procurement function by:

• Assisting with purchasing activities
• Maintaining procurement records
• Coordinating deliveries
• Supporting inventory management
• Ensuring procurement documentation is accurate and complete

The role contributes to the efficient and timely acquisition of goods and services while ensuring compliance with IST procurement policies and procedures.

Preferred qualifications and experience

• Diploma in Procurement and Supply Chain Management, Business Administration, Logistics or a related field; Bachelor’s Degree is an added advantage.
• Minimum of 2–3 years’ experience in procurement, purchasing, stores, logistics or administrative support.
• Experience using Microsoft Office, particularly Excel.
• Experience using an Enterprise Resource Planning (ERP) or inventory management system is desirable.
• Experience in a school or similar service-oriented environment is an added advantage.

Professional competencies

• Working knowledge of procurement procedures, purchasing processes, inventory management, and procurement documentation.
• Strong organizational, planning, and time management skills, with the ability to manage multiple priorities and meet deadlines.
• High level of accuracy and attention to detail in preparing procurement documents and maintaining records.
• Effective written and verbal communication skills, with the ability to build positive working relationships and provide excellent customer service.
• Proficiency in Microsoft Office applications, with the ability to maintain confidentiality and demonstrate integrity in all procurement activities.

Personal attributes

• Demonstrates integrity, professionalism, and maintains confidentiality in all aspects of work.
• Reliable, organized, and detail-oriented, with a commitment to accuracy and accountability.
• Collaborative team player with strong interpersonal skills and a customer-service mindset.
• Flexible, adaptable, and able to manage competing priorities while working under pressure to meet deadlines.
• Positive attitude with a willingness to learn, take initiative, and contribute to continuous improvement.

The role summary, qualifications, competencies and personal attributes are detailed on page 2 of the job description.

• Assist in the procurement of goods and services by:
  • Processing approved purchase requisitions
  • Obtaining quotations
  • Preparing purchase orders
  • Following up on deliveries to ensure timely and cost-effective procurement
• Liaise with suppliers and internal departments to:
  • Coordinate procurement activities
  • Monitor order status
  • Resolve routine procurement issues
  • Communicate delivery updates
  • Escalate matters where necessary
• Support inventory management by:
  • Receiving and inspecting goods
  • Verifying deliveries against procurement documentation
  • Maintaining inventory records
  • Assisting with stock counts
  • Reporting discrepancies or damaged items
• Maintain accurate:
  • Procurement records
  • Supplier information
  • Purchase documentation
  • Filing systems

  These records and systems must support compliance with:

  • IST procurement policies
  • Audit requirements
  • Record retention standards
• Assist in preparing procurement reports.
• Maintain confidentiality of procurement information.
• Support continuous improvement of procurement processes.
• Perform any other duties as designated by the Accounts Manager.

• Working knowledge of procurement procedures, purchasing processes, inventory management, and procurement documentation.
• Strong organizational, planning, and time management skills, with the ability to manage multiple priorities and meet deadlines.
• High level of accuracy and attention to detail in preparing procurement documents and maintaining records.
• Effective written and verbal communication skills, with the ability to build positive working relationships and provide excellent customer service.
• Proficiency in Microsoft Office applications, with the ability to maintain confidentiality and demonstrate integrity in all procurement activities.

• Diploma in Procurement and Supply Chain Management, Business Administration, Logistics or a related field; Bachelor’s Degree is an added advantage.
• Minimum of 2–3 years’ experience in procurement, purchasing, stores, logistics or administrative support.
• Experience using Microsoft Office, particularly Excel.
• Experience using an Enterprise Resource Planning (ERP) or inventory management system is desirable.
• Experience in a school or similar service-oriented environment is an added advantage.