Purchasing Officer (Documentation In-Charge)

2025-10-10T09:39:26+00:00

FULL_TIME

Manufacturing

Business Operations

2025-10-24T17:00:00+00:00

 

Kenya

8

KEDA Ceramics International Ltd is seeking a detail-oriented and organized Purchasing Officer (Documentation In-Charge) to support the Procurement Department. The successful candidate will be responsible for handling all procurement documentation processes, ensuring proper filing, record keeping, compliance, and timely processing of purchasing documents and reports.

Receive, review, and process purchase requisitions and ensure all supporting documents are complete. Maintain accurate and up-to-date procurement records, files, and databases for all purchases. Prepare and issue Local Purchase Orders (LPOs) and Local Service Orders (LSOs) in accordance with company policies. Ensure timely documentation and follow-up of vendor invoices, payment requests, and delivery notes. Coordinate with suppliers to ensure proper documentation is received (invoices, delivery notes, contracts, tax documents, etc.). Maintain a procurement documentation tracker to monitor requisition, approval, delivery, and payment stages. Support preparation of procurement reports, purchase summaries, and compliance audits. Assist in vendor account reconciliation and maintain organized supplier files. Conduct data entry and verification in procurement systems (SAP or ERP). Ensure all procurement activities are well-documented and traceable for audit and reporting purposes. Perform other duties as assigned by the Procurement or Administration Manager.

Excellent organizational and record-keeping skills. Strong attention to detail and ability to manage multiple tasks efficiently. Proficient in Microsoft Office (Excel, Word, PowerPoint). Good communication and interpersonal skills. High level of integrity, professionalism, and confidentiality. Strong analytical and documentation management abilities. Able to work independently with minimal supervision. Flexible and able to work under pressure to meet tight deadlines.

Bachelor’s Degree in Procurement, Supply Chain Management, Business Administration, or related field. Minimum of 3 years’ experience in procurement documentation or purchasing roles, preferably in a manufacturing environment. Solid understanding of procurement processes, documentation flow, and compliance requirements. Experience working with SAP or other ERP systems will be an added advantage.

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