Senia Amutse

Procurement Support Documentation Records Management Tendering & Committee Support Procurement Planning & Monitoring Inventory & Asset Support Reporting & Administrative Support

Update and maintain the supplier/vendor database and database registration process, including preparation and updating.

Ensure compliance with the procurement policy and procedures manual
Handling all standard correspondence within the procurement unit.

Help prepare and update procurement plans.

Support supplier sourcing and evaluation according to approved procedures.

Prepare and issue RFQs, RFPs, EOIs, ITBs, and other tender documents.

Maintain accurate procurement records, supplier database, quotations, contracts, evaluation reports.

Ensure proper filing and archiving for audit and compliance purposes.

Keep complete procurement files for each purchase.

Supplier Coordination

Communicate with suppliers about requirements, timelines, and documentation.

Track orders to ensure timely delivery and contract compliance.

Support supplier onboarding, due diligence, and performance tracking.

Follow up on delivery and payment issues with finance and logistics teams.

Compliance & Audit Support

Ensure procurement activities comply with laws, policies, and internal guidelines.

Adhere to tender thresholds and anti-corruption requirements.

Support audit processes and prepare required documentation.

Assist with bid openings and evaluation meetings.

Prepare evaluation documentation and non-technical forms (e.g.,conflict-of-interest forms).

Draft meeting agendas, minutes, and action trackers.

Support contract drafting and approval processes.

Assist in drafting and updating the Annual Procurement Plan.

Track requisitions and purchase order status

Maintain procurement tracking registers and

Ensure compliance with the procurement policy and procedures manual

Handling all standard correspondence within the procurement unit.

Market price comparisons

Verify deliveries and prepare Goods Received Notes (GRNs)

Ensure purchased items are properly recorded in asset registers

Prepare weekly and monthly procurement reports (spending, cycle times, vendor performance)

Support submissions to management, Board, or Audit Committee

Provide general administrative support to the Procurement Officer.

• Made orders for new office supplies based on demand and budgetary restraints.
• Offered diverse clerical support to office team members, managed correspondence, answered telephone calls and tracked documentation.
• Maintained business records by updating customer information.
• Dispersed incoming mail to correct recipients throughout office.
• Tracked office stock and maintained inventory in neat and organized fashion.
• Handled requests-for-information, delegating tasks to appropriate employee to optimize customer service.
• Received and screened high volume of internal and external communications.
• Automated office operations to manage client correspondence, record tracking and data communications.
• Collected payments, issued receipts and updated accounts to reflect new balances.
• Provided administrative support to executive staff, including scheduling meetings and managing calendars.
• Scheduled appointments for department personnel as needed.
• Processed incoming mail on a daily basis and responded to inquiries from internal and external customers in a timely manner.
• Performed data entry tasks accurately within specified timeframes.
• Ordered office supplies as needed to maintain adequate inventory levels.
• Assisted with special projects as requested by management team.
• Provided general clerical support as required by departmental needs.
• Provided administrative support to management team.
• Managed office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing orders; verifying receipt of supplies.
• Monitored office equipment usage logs to ensure proper maintenance is performed.
• Developed and implemented filing systems, both digital and physical, improving document organization and retrieval efficiency.
• Supported inventory management by tracking supplies and placing orders.
• Handled customer inquiries and directed them to appropriate departments efficiently.
• Organized and maintained files, including electronic records.