Procurement Assistant

About Africa Clinical Research Network (ACRN)

ACRN is a pan-African clinical research organization focused on enhancing trial capabilities across Africa. It collaborates with hospitals, research units, and investigators to conduct high-quality clinical trials from early phases through registration, while reinforcing local research infrastructure, skills, and systems. The organization integrates clinical operations, regulatory expertise, data systems, and quality management to facilitate practical trial execution that is audit-ready and streamlined for sites, sponsors, and regulators. ACRN works closely with governments, academic institutions, regulators, and industry partners to expand Africa's role in global research and ensure local benefits including workforce and institutional development.

Role Overview

The Procurement Assistant supports the Legal & Contracts department by managing procurement processes from start to finish, ensuring efficient, compliant, and cost-effective sourcing of goods and services. This is a full-time, fixed-term salaried position based in Harare, Zimbabwe. The role involves supplier identification, onboarding, contract assistance, procurement record maintenance, and collaboration with various internal stakeholders to fulfill study and operational needs.

Key Responsibilities

• Assist in identifying and pre-qualifying vendors and suppliers for various categories such as clinical supplies, laboratory consumables, courier services, IT, printing, and facilities.
• Carry out basic market research to find potential vendors, assess prices, gather product/service information, and keep abreast of market trends.
• Maintain and update accurate supplier databases including contacts, certifications, and performance evaluations.
• Help obtain and compare quotes, proposals, and bids consistent with procurement policies and budget limits.
• Support the preparation and processing of purchase requisitions, orders, and related documents in coordination with internal teams.
• Collaborate with the Legal & Contracts team to ensure procurement documentation complies with legal, regulatory, and contractual standards.
• Coordinate the drafting, reviewing, approval, and execution of supplier contracts, amendments, and service agreements.
• Monitor order status and delivery timelines; engage suppliers and internal teams to resolve any delivery delays, discrepancies, or quality issues.
• Assist in tracking supplier performance, adherence to service levels, pricing agreements, and contractual terms, escalating issues if needed.
• Keep well-organized, audit-ready records of procurement activities, contracts, and correspondence.
• Support invoice validation by matching invoices to purchase orders and delivery notes, collaborating with Finance and suppliers to address billing issues.
• Contribute to procurement process improvements and cost-saving initiatives.
• Ensure compliance with procurement policies, ethical standards, and organizational requirements.
• Provide administrative and coordination assistance to the Procurement and Legal & Contracts teams as needed.

Qualifications

• Diploma or bachelor's degree in Supply Chain Management, Procurement, Business Administration, Finance, Logistics, or related disciplines; or equivalent experience.
• Around 2 years of practical experience in procurement, purchasing, or supply chain support; experience in regulated or contract-heavy sectors is advantageous.
• Basic knowledge of procurement principles, vendor selection methods, and competitive bidding procedures.
• Familiarity with purchase requisitions, purchase orders, contract documentation, and workflow processes.
• Experience with procurement or ERP systems and proficiency in Microsoft Office tools (Excel, Word, PowerPoint).
• Strong organizational capability with ability to handle multiple tasks, prioritizing effectively to meet deadlines.
• Good analytical skills and attention to detail when reviewing pricing, quotations, and contract conditions.
• Ability to work well with legal, finance, operations, and other cross-functional teams.
• Effective English communication skills, both spoken and written, enabling professional interaction with suppliers and colleagues.
• Demonstrated integrity and discretion in handling confidential pricing, contract, and supplier data.
• A proactive, service-focused attitude with eagerness to learn and enhance procurement processes.