Procurement Associate

The Procurement Associate will provide comprehensive support to Acentria Group Divisions (ICT, Broking, Actuarial & Re-Insurance), in the full lifecycle of procurement and tender management. This role is responsible for coordinating the end-to-end tendering process, from market research and sourcing to proposal writing, submission, and post-award documentation. Additionally, the role will support asset management functions, including stock taking and disposal, ensuring strict adherence to procurement policies, regulatory frameworks, and governance standards. This role will support: • The end-to-end tendering process, including RFQ analysis, proposal development, and submission. • Sourcing, supplier appraisals, and KYC compliance for vendors. • Asset management, including stock taking, records management, and disposal of assets. • The maintenance of a robust document management and archiving system for all procurement records. • Compliance with procurement policies, public procurement laws, and governing bodies. The role requires a detail-oriented individual with foundational IT knowledge, strong organizational skills, and a solid understanding of procurement principles and documentation practices.

Tendering & Proposal Management                          

• Manage the end-to-end tendering process, including identification of tender opportunities, preparation of bidding documents, and ensuring timely submission.
• Conduct RFQ (Request for Quotation) analysis, evaluate quotations, and prepare comparison reports to support procurement decisions.               
• Draft and coordinate proposal writing efforts, ensuring technical and commercial proposals are accurate, compliant, and compelling.               
• Maintain a centralized document management and archiving system for all tender documents, contracts, correspondence, and procurement records.
• Prepare and present regular reports on tender status, procurement activities, supplier performance, and departmental KPIs.

Sourcing & Supplier Management                             

• Conduct market research to identify potential vendors, emerging technologies, and competitive pricing trends.
• Support the sourcing for vendors, including issuing requests for information (RFI) and managing vendor databases.
• Coordinate supplier appraisals, evaluating vendor capabilities, financial stability, and past performance.
• Perform KYC (Know Your Customer) appraisals for new suppliers, ensuring all due diligence and compliance checks are completed.

Procurement Operations & Compliance               

• Utilize procurement systems for requisitions, purchase orders, and vendor management, ensuring data accuracy.
• Apply knowledge of procurement methods (e.g., open tender, restricted tendering, direct procurement, framework agreements) to support compliant procurement processes.
• Ensure all procurement activities align with organizational policies and adhere to regulations set by governing bodies (e.g., PPRA, IFMIS standards, or relevant authorities).
• Maintain a thorough understanding of procurement policies and contribute to the development and improvement of internal procurement procedures.

Asset & Stock Management                           

• Conduct regular stock taking of assets and consumables, reconciling physical inventory with system records.
• Coordinate the disposal of assets in accordance with organizational policies and relevant regulations, including preparation of disposal documentation and facilitating auction or write-off processes.
• Maintain accurate records of asset lifecycle, from acquisition to disposal, ensuring full traceability.

Governance, Risk & Compliance                

• Adhere to all procurement policies, public procurement laws, and internal governance frameworks.
• Ensure all procurement documentation is compliant, auditable, and properly version controlled.
• Maintain confidentiality and integrity in all sourcing, tendering, and supplier interactions.
• Support internal and external audits by providing accurate and organized procurement records.

People & Collaboration                      

• Work closely with ICT, procurement, legal, and finance teams to coordinate procurement activities and ensure alignment.
• Collaborate with internal stakeholders to define technical specifications and procurement requirements.
• Contribute to team capability building by sharing knowledge on procurement processes and documentation best practices.

KNOWLEDGE, SKILLS AND EXPERIENCE

Minimum level of academic qualification, skills and knowledge required to perform effectively in the role:

1. Bachelor’s degree in Procurement, Supply Chain Management, Information Technology, Business Administration, or a related field.

Minimum level of professional qualification required to perform effectively in the role:

• Professional certification in Procurement or Supply Chain (e.g., CIPS, KISM) is an added advantage.
• Certification in IT Asset Management is a plus.

Minimum level of technical experience required to perform effectively in the role:

1. Basic understanding of IT concepts, hardware, and software.
2. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
3. Experience with procurement systems (e.g., SAP, Oracle Procurement, IFMIS, or similar).
4. Knowledge of procurement methods, RFQ analysis, and tendering processes.
5. Familiarity with document management and archiving systems.               
6. Understanding of KYC, supplier appraisal, and market research techniques.
7. Excellent written and verbal communication skills for proposal writing and reporting.
8. Strong organizational skills with high attention to detail and accuracy.

Minimum months or years of experience required to have to perform effectively in the role:

• 1-2 years of experience in procurement support, tender administration, asset management, or a related field.
• Demonstrated ability to manage multiple tasks, meet strict deadlines, and maintain accurate records.

KEY PERFORMANCE INDICATORS 

• Timely and accurate preparation and submission of all tenders and proposals.
• High-quality RFQ analysis and procurement reports that support decision-making.
• A well-organized and auditable document management and archiving system.
• Accurate and up-to-date inventory records from regular stock taking.               
• Compliance with procurement policies, methods, and regulations from governing bodies.
• Effective vendor sourcing, KYC completion, and supplier appraisal documentation.
• Successful coordination of asset disposal processes in line with policy.
• Positive feedback from internal stakeholders on procurement support and coordination.

COMPETENCIES

1. Strong organizational and administrative skills.
2. Excellent attention to detail and accuracy.
3. Proactive and collaborative team player.
4. Strong written and verbal communication skills for proposal writing and reporting.
5. Ability to work under pressure and meet tight deadlines.
6. High level of integrity, professionalism, and ethical conduct.
7. Analytical mindset with problem-solving capabilities.

WORKING RELATIONSHIPS                                       

1. Procurement Department
2. ICT Department (Developers)
3. Compliance Team
4. Finance Department
5. External Vendors and Suppliers
6. Regulatory and Governing Bodies (as applicable)