Job Purpose:

The Assistant Manager Procurement & Inventory Management will be responsible for supporting the procurement of goods and services and managing inventory operations to ensure timely, cost effective, and compliant acquisition and storage of materials required for programmatic and operational needs. The role involves close coordination with program, finance, logistics, and field teams to ensure that procurement and inventory activities align with organizational policies and donor requirements.

Key Responsibilities:

Procurement:

• Assist in planning and executing procurement processes in accordance with the foundation’s procurement policy and donor guidelines.
• Prepare and issue Requests for Quotations (RFQs), evaluate bids, and prepare comparative bid analyses.
• Support vendor selection, contract preparation, and procurement documentation.
• Ensure procurement records are accurate, complete, and filed for audit readiness.
• Maintain an up-to-date supplier database and track supplier performance.
• Work closely with finance to ensure timely payments to vendors.
• Support emergency or high priority procurements as needed.

Inventory Management:

• Manage inventory records.
• Implement and maintain inventory control systems to track stock levels, deliveries, and consumption.
• Ensure accurate and timely entry of inventory transactions in inventory management database.
• Conduct physical inventory counts and reconcile discrepancies.
• Ensure proper handling procedures to preserve the quality and safety of inventory items.
• Coordinate with field teams to ensure accurate forecasting and replenishment of supplies.

Compliance and Reporting:

• Ensure compliance with internal policies, donor regulations, and local procurement laws.
• Prepare regular procurement and inventory reports for internal stakeholders and donors.
• Support internal and external audits with documentation and clarification as needed.

Qualifications and Experience:

• Bachelor’s degree in supply chain management, Business Administration, Logistics, or a related field.
• Minimum 3–5 years of relevant experience in procurement and inventory management, preferably in the NGO or development sector.
• Familiarity with donor funded project procurement guidelines.
• Proficiency in MS Office and inventory management software.
• Strong analytical, organizational, and negotiation skills.
• Ability to manage multiple priorities under pressure and meet deadlines.

Core Competencies:

• High integrity and ethical standards.
• Strong interpersonal and communication skills.
• Attention to detail and accuracy.
• Team player with a proactive approach.
• Commitment to the mission and values of the organization.