Reporting to the Procurement Manager, the Data Clerk will be responsible for handling procurement and purchase-related data, supporting purchasing activities by processing purchase requests and orders, maintaining accurate supplier records, and facilitating communication with vendors and departments. The role requires accuracy, attention to detail, and effective coordination to ensure timely and efficient procurement operations that comply with policies, procedures, and best practices.

Key Duties/Responsibilities

Procurement Data & Order Processing

• Receive purchase requests from departments and other requesters, reviewing specifications, quantities, and urgency.
• Request quotations (RFQs) from suppliers based on the specifications provided.
• Evaluate quotations for compliance with specifications, pricing, payment terms, and quality standards.
• Select the best bids and seek approval from the Head of Department (HOD).
• Prepare and issue purchase orders (POs) in line with company guidelines.

Supplier Coordination & Communication

• Maintain accurate and up-to-date supplier, vendor, and pricing databases.
• Communicate with suppliers regarding pricing, order status, packaging, and quantity changes.
• Assist in preliminary evaluations and negotiations with suppliers.
• Support supplier performance analysis and recommend areas for improvement.

Record Keeping & Reporting

• Keep detailed records of all purchase orders, deliveries, and cancelled orders.
• Track the status of procurement activities to ensure timely delivery and avoid shortages.
• Coordinate with departments to balance stock on shared items and prevent panic purchases.
• Maintain accurate procurement records for projects and departmental reporting.

Compliance & Process Improvement

• Ensure procurement activities comply with company policies and relevant regulations.
• Support the identification and implementation of process improvements to enhance efficiency and reduce costs.

General Support

• Undertake other procurement-related clerical tasks and assignments as directed by the HOD.

Key Outputs/Deliverables/KPIs (including but not limited to)

• Timely and accurate processing of purchase requests and orders.
• Updated and well-maintained supplier/vendor records and procurement databases.
• Effective and timely communication with suppliers and internal departments.
• Accurate procurement reports submitted within agreed timelines.
• Documented supplier performance evaluations.

Academic and Professional Qualifications & Experience Required

• Bachelor’s degree in Supply Chain Management, Business Administration, Logistics, or related field.
• Alternatively, a Diploma in Procurement with at least 3 years’ experience.
• 1–2 years’ experience in procurement, purchasing, or administrative roles.
• Experience in purchase order creation and tracking, supplier communication, inventory management, and procurement software is an advantage.

Key Skills & Competence

• Proficiency in Microsoft Office Suite, especially Excel.
• Familiarity with procurement systems and digital documentation.
• Strong negotiation and communication abilities.
• Excellent attention to detail and organisational skills.
• Analytical thinking and problem-solving skills.
• Ability to multitask and work under pressure.
• Strong teamwork and interpersonal skills.

Work Conditions

• Based in Nairobi, with occasional travel to suppliers or company branches as needed.
• Flexibility to work extended hours to meet procurement deadlines.

How to Apply

Interested and suitably qualified individuals should forward their application letter and updated CV to careers@minigrp.com, quoting “Data Clerk 1” in the subject line, to be received by COB, 15th August 2025.

NB:

• Only shortlisted candidates will be contacted, and interviews will be conducted on a rolling basis.
• Internal candidates should apply through their respective Line Managers.
• Successful candidate(s) will undergo background checks.